WebsiteMinistry of Industry, Commerce, Agriculture and Fisheries
The Ministry of Industry, Investment and Commerce invites applications from suitably qualified candidates to fill the following vacant post:
Senior Secretary (OPS/SS 3)
Job Summary
Under the general direction of the Senior Legal Officer (JLG/LO 4), the Senior Secretary (OPS/SS 3), is responsible for providing all administrative/secretarial support to facilitate the efficient operation of the Legal Services Unit.
Key Responsibilities
Prepares legal and other documents such as: Cabinet Submissions, Memoranda of Understanding, Affidavits, Leases, Agreements, Contracts, Drafting Instructions for Acts and Regulations, Reports on Court proceedings, Monthly Status Reports, Legislation Reports, letters, memoranda, etc;
Prepares requests for the procurement of office supplies and services for the Legal Director’s signature and conducts follow-ups;
Develops and implements follow-ups and controls mechanisms to support the efficient operations of the Unit;
Creates and maintains Telephone Calls and Facsimile Register;
Answers telephone calls, screens and redirects calls to relevant Officers/Departments or Units; delivers messages and checks telephone bills for anomalies;
Initiates and monitors responses to queries and other requests from the public;
Downloads/sends emails and sends/receives facsimiles;
Receives and screens visitors and ensures that they are directed to the relevant Officer/Unit;
Liaises with Divisional Directors/Heads of Department and Agencies to follow up on responses to directives/queries and submission of relevant information;
Attends meetings and records Minutes and reproduces same for circulation and arranges meeting logistics;
Responds to routine and other correspondence;
Opens, checks, processes, distributes and keeps log of incoming mail, and logs all outgoing correspondence;
Makes photocopies, scans, and collates documents;
Maintains Director’s Diaries, schedules appointments, and prepares and maintains Itineraries for Officers of the Legal Unit;
Files correspondence and other materials and maintains a record of the movement of file;
Establishes and maintains a system for the control of Confidential Files;
Manages and maintains an inventory of stationery for availability to members of the Unit;
Performs research and assists with the gathering of information to support the preparation of documents, reports and sound decision making;
Checks Travel Claims for completeness and subsistence payments for verification/authorization;
Performs any other related duties assigned from time to time by the Senior Legal Officer/ Legal Director and Legal Officer.
Required Knowledge, Skills and Competencies
Core
Good oral and written communication kills
Interpersonal skills
Initiative
Integrity
Compliance
Methodical
Customer and quality focus
Teamwork and cooperation
Planning and organizing
Analytical thinking
Functional/Technical
Proficient in the use of Microsoft Office Applications
Knowledge of Office Procedures
Knowledge of Clerical filing
Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures
Sound knowledge of web-based research techniques
Minimum Required Qualification and Experience
CXC or GCE ‘O’Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years’ general office experience;
OR
Graduated from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spread sheets; English Language at CXC or GCE ‘O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus four to five (4-5) years’ general office experience;
OR
Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE ‘O’Level; training in the use of a variety of software applications and four to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.
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