Type: Not a Clear Vacancy Salary scale: $1,439,455 p.a. Deadline: Tuesday June 11, 2024 Invites applications from suitably qualified persons to fill the positions of Accounting Clerk (FMG/AC2) – Accounts Payable. Job Purpose Under the direction of the Director, Finance and Accounts, the incumbents collect funds and ensures that payments are prepared as well as maintain documents related to receipts and payments in accordance with the Financial Administration and Audit (FAA) Act and NLJ guidelines. Key Responsibilities 1. Facilitates payments by: a. Preparing purchase orders b. Preparing payment vouchers c. Preparing cheques and electronic transfers d. Preparing correspondences for cheque disbursements e. Preparing routine forms and letters 2. Prepares Withholding Tax Certificates 3. Updates all cash books electronically 4. Maintains utility payment registers 5. Maintains filing system 6. Undertakes data processing tasks 7. Researches and resolves invoice or payment discrepancies 8. Prepares reports. REQUIRED SKILLS, KNOWLEDGE & COMPETENCIES SKILLS/KNOWLEDGE • Sound Knowledge of the Financial Administration and Audit (FAA) Act • Sound knowledge of accounting principles, practices, and procedures • Sound knowledge in the use of relevant computer software applications • Keen attention to detail CORE COMPETENCIES • Excellent Oral & Written Communication • Teamwork and Cooperation • Customer and Quality Focus FUNCTIONAL/TECHNICAL • Excellent Knowledge of Finance & Business Acumen • Sound knowledge of records and data management • Sound knowledge of Information Communication Technology Minimum Required Qualification and Experience 1. Four (4) CXC subjects or equivalent including English Language and a numeric subject; 2. Post-secondary Certificate in Accounting, and In-Service training courses in Government Accounting are assets 3. At least one (1) year’s experience in a clerical/accounting field. Special conditions associated with the job • Required to work outside normal working hours to include Saturday Applications accompanied by detailed resume should be sent by Tuesday June 11, 2024 @ 4:00 p.m. to: Director HRM & Administration National Library of Jamaica 12 East Street, Kingston. Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

Type: Not a Clear Vacancy Salary scale: $1,439,455 p.a. Deadline: Tuesday June 11, 2024 Invites applications from suitably qualified persons to fill the positions of Accounting Clerk (FMG/AC2) – Accounts Receivable. Job Purpose Under the direction of the Director, Finance and Accounts, the incumbents collect funds and ensures that payments are prepared as well as maintain documents related to receipts and payments in accordance with the Financial Administration and Audit (FAA) Act and NLJ guidelines. Key Responsibilities 1. Collect funds, issues and classifies receipts using GOJ chart of Accounts. 2. Balances funds received against receipt book. 3. Maintains cheque disbursement register and issues cheques to payees. 4. Prepares and make lodgments on a timely basis. 5. Maintains petty cash imprest, makes authorized payments and obtains reimbursements. 6. Maintains stock of items for sale. 7. Prepares invoices for customers. 8. Undertakes data processing tasks. 9. Maintains filing system. 10. Prepares reports. REQUIRED SKILLS, KNOWLEDGE & COMPETENCIES SKILLS/KNOWLEDGE • Sound Knowledge of the Financial Administration and Audit (FAA) Act • Sound knowledge of accounting principles, practices, and procedures • Sound knowledge in the use of relevant computer software applications • Keen attention to detail CORE COMPETENCIES • Excellent Oral & Written Communication • Teamwork and Cooperation • Customer and Quality Focus FUNCTIONAL/TECHNICAL • Excellent Knowledge of Finance & Business Acumen • Sound knowledge of records and data management • Sound knowledge of Information Communication Technology Minimum Required Qualification and Experience 1. Four (4) CXC subjects or equivalent including English Language and a numeric subject; 2. Post-secondary Certificate in Accounting, and In-Service training courses in Government Accounting are assets 3. At least one (1) year’s experience in a clerical/accounting field. Special conditions associated with the job • Required to work outside normal working hours to include Saturday Applications accompanied by detailed resume should be sent by Tuesday June 11, 2024 @ 4:00 p.m. to: Director HRM & Administration National Library of Jamaica 12 East Street, Kingston. Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Director, Finance and Accounts (FMG/PA3) Salary Scale: $4,594,306 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose Directs and oversee the Finance and Accounting activities of the National Library of Jamaica by ensuring that an efficient and effective system of financial management is maintained in accordance with the FAA Act and the organization’s Operational Plan within budget and income. Qualification and experience

1. Degree in Accounting, Management Studies with Accounting or BBA Degree from an accredited University OR;
2. Association of Certified Chartered Accountant (ACCA) Level 2
3. Experience in Public Sector would be desirable, plus five (5) year’s experience in Financial and Operations Management, with demonstrated success in planning and implementing Strategic Plans
4. Training in Supervisory/People Management

  Key Responsibilities

1. Plans, Organizes and co-ordinates the Finance and Accounting Operation of the NLJ
2. Plans, organizes and directs the work of the Branch, including overseeing the creation of the units strategic and operational plans, budget and monitors the branch achievement against them;
3. Ensures the effective and economical use of NLJ’s funds in the fulfilment of its objective and in the pursuits of the implementation of the Budget ensuring a high standard of probity, propriety, transparency, accountability and value for money
4. Develops a Timeframe Sensitive Budget System, guides and provides advice to the National Librarian, the Finance Committee of the Board and Senior Management Team as required;
5. Examines Budgets for consistency with targets and priorities and prepares timely financial statements, analyses and report for management, Board, Ministries as required.
6. Advises the National Librarian on the use and application of revenue earned and on general financial issues such as major revenue and expense issues and assets acquisitions.
7. Provide advice on the financial and accounting policies in accordance with best practice and GOJ regulations.
8. Oversees the coordination of all Fiscal Reporting activities, including statutory reports as indicated by the FAA Act.
9. Implements and maintains effective systems and procedures for safeguarding, recording and controlling the financial resources of the NLJ.
10. Develops systems to evaluate and determine the feasibility of income generating projects and activities that can enhance the resource earning capabilities of NLJ.
11. Monitors and controls Cash Flows including periodic review of rates, fees, and charges for services and ensures that mechanisms for controlling expenditures are strengthened.
12. Manages the daily activities of the Payroll, Accounts Payable and Disbursement ensuring that
    • Proper system of internal control exists and are being adhered to;
    • The Financial Administration and Audit Act (FAA), its regulations and instructions are complied with;
    • Ensures the accuracy of salary and related payments
    • Ensures the annual returns and timeliness of remitting to the respective agencies;
    • Monitors payable operations to ensure the effectives and efficiency of the system and procedure by identifying, measuring and capturing all accounts payable relating to each period and financial year;
    • Ensures the maintenance of internal system of control regarding authorization of expenditure;
    • The services to both internal and external clients are performed efficiently, effectively and economically;
13. Conducts tests to ensure that Accounts Payable and accrues expenses are being accurately captured and brought to account within the period to which they relate.
14. Proactively manages cash flows, disbursements, bank fees and charges.
15. Oversees the management of month end and year end close and reconciliations.
16. Oversees the preparation of a cash plan of expenditure and payment profile of expenditure.
17. Signatory to the National Library of Jamaica’s accounts
18. Manages the library’s investment portfolio.
19. Ensures the security of valuables in the vault and the confidentiality of records
20. Coordinates meetings of the Finance & Investments Committee
21. Provides advice and guidance on the financial as a member of the Procurement Committee
22. Liaises with the Human Resource Director for notices and changes for employee’s compensation
23. Performs other related functions assigned from time to time by the National Librarian.

Administrative

1. Reviews and recommends policies and procedures for the efficient operation of the Organization.
2. Exercises responsibility for the day to day Financial and Accounting Operations of the NLJ
3. Contributes to the general management and strategic direction of the NLJ and to the development and implementation of Financial Management and Operational policies.
4. Prepares and monitors work plan and budget of the Finance & Accounts Branch
5. Submit progress reports on work-related activities and other assigned projects.
6. Participates in meetings, conferences, seminars and other fora and makes presentations as required.

Human Resource

1. Manages the welfare and development of staff through the preparation of performance appraisals and recommendations for required training and development programmes.1. Manages the welfare and development of staff through the preparation of performance appraisals and recommendations for required training and development programmes.
2. Provides leadership and guidance to staff through coaching, mentoring, training, communication and setting of objectives and priorities.
3. Leads, prioritizes and supervises the operations of the Branch for the effective and efficient management of inputs, processes and resources.
4. Participates in the setting and evaluation of performance standards and goals, and oversees the development, review and evaluation of work plans for direct reports.
5. Ensures that staff are aware of and adheres to the Library’s policies, procedures and regulations of the GOJ.
6. Participates in the recruitment, selection and orientation of staff.
7. Identifies skill gaps and collaborates with Director HRM to develop and implement Succession Plans to ensure business continuity, knowledge transfer and adequate staff capacity.
8. Approves leave for staff in keeping with established human resource policies.
9. Recommend transfers, promotion, termination and administer disciplinary action in keeping with established human resource policies.
10. Ensures that training and other needs of employees are adequately identified and addressed.
11. Monitors job specific and environmental factors, implements and promotes health and safety policies to mitigate and minimizes workplace hazards.
12. Develop a culture of efficiency, teamwork, empowerment, and commitment to projected goals

  Performance standards/Indicators

1. Payments to creditors accurately prepared
2. Monthly and annual financial reports accurately prepared according to agreed guidelines.
3. Procurement Committee correctly advised on the financial implications of deliberated matters ensuring value for money.
4. Annual returns to NIS, Income Tax and NHT offices accurately prepared and filed.
5. Adherence to the rules of accounting as stipulated by FAA Act and Government Procurement Guidelines.
6. Liaison with other Branches to ensure proper implementation of Income Generating Projects.
7. Work plans prepared within specified time and agreed standards.
8. Staff appraised within specified time.
9. Reports submitted within specified time.
10. Branch budget submitted within specified time.

Required Competencies - Core

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

Required Competencies - Technical

• Finance & Business Acumen
• Data Management
• People Management
• Records Management
• Information Communications Technology
• Planning & Organizing
• Leadership

  Skills/Knowledge

• In-depth knowledge of the FAA Act and Public Bodies Management & Accountability Act
• Proficiency in the use of ACPAC & Turbo Pay
• Thorough knowledge of Accounting standards, practices and procedures
• Excellent organizational skills
• Ability to deliver on short notice
• Excellent presentation, oral and written skills.
• Proficiency in the use of Microsoft Office.
• Excellent problem-solving skills.
• Ability to lead and work as a team.

  Special Conditions Associated with the Job

• On call to meet deadlines
• Required to work beyond the normal hours to include Saturdays and special events

Authority

1. Recommend policies and procedures for the Finance and Accounts Branch
2. Certify vouchers for payment.
3. Provide advice on financial matters.
4. Recommend leave for direct reports

  Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Payroll Officer (FMG/AT2) Salary Scale: $1,550,136 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose  Under the direction of the Director Finance and Accounts the incumbent is responsible for the accurate and timely preparation of all salary related matters in accordance with established guidelines. Key Responsibilities  Effects all salary payments by: Checking and addressing matters relating to payroll and liaise with HR for any necessary adjustments. Inputting new employee data into the payroll system; Calculating and inputting allowances, increments, new appointments, and salary in lieu of leave Prepares and prints employee pay register and advice Uploads employees salary to the electronic banking system Facilitates pension payments by: Calculating and effecting payments Preparing pension related documents Uploading pension to the electronic banking system Prepares salary deduction vouchers and letters Prepares payroll journals and reconciliations Prepares health insurance summaries Prepares salary related statements, forms and letters Prepares and submits statutory returns Maintains an efficient filing system for all payroll related matters Maintains loans registers Prepares annual wage bill report Assists with the preparation of the annual budget Assists with the preparation of responses to audit queries Prepares salary estimates and expenditure reports Prepares statutory declaration reports Assists with preparation of schedules for financial statements Submits reports Performs other related duties as assigned. Performance Standards   Salary payments effected within specified time Incidence of error and omission in salary payments Pension payments effected within specified time Salary deductions remitted within specified time Payroll journals prepared within specified time Payroll reconciliations prepared within specified time Salary related statements, forms and letters prepared Statutory returns submitted within specified time Filing system maintained according to agreed standards Wage bill submitted within specified time Loan registers maintained within specified time Reports submitted within specified time Knowledge & Skills  Knowledge of the Financial Administration and Audit (FAA) Act Knowledge of the Government of Jamaica’s staff policies and practices Proficient in the use of relevant computer systems and applications Qualification and experience  AAT Level 2; or ACCA-CAT Level 2; or Certificate in Accounting from a recognized University e.g. U-Tech; or Associate of Science Degree in Accounting, MIND Government Accounting Level 2, Modules 1-5, MIND Two (2) years related work experience  Special Conditions Associated with the Job  Required to work outside normal working hours to include Saturdays

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Records Manager (PIDG/RIM5) Salary Scale: $3,094,839 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose   The incumbent is responsible for developing, implementing, monitoring and maintaining the records and information management programme throughout the NLJ in compliance with policy, procedures and standards of the Jamaica Archives and Records Department (JARD). The Incumbent is required to manage the records throughout the records management lifecycle within the required legal and regulatory framework. Key Outputs   Functional classification system created and maintained Retention schedule developed and implemented Retention/Disposition List generated and shared with JARD for approval Reports prepared Record Audit conducted Official Files created Record keeping systems organized and maintained Incoming and outgoing mail processed Mail register established and maintained Stamp impress monitored and balanced Values documented (value book) Training and development programmes delivered Information asset inventory developed and maintained Preserve vital records Key Responsibilities  Professional/Technical  Manages the appraisal, retention, disposal, storage, maintenance and other aspects of the library’s Records Management programme; Establishes and maintains a functional records management business classification scheme Maintains and supports the implementation of retention schedules to ensure the systematic review and disposition of records, including the transfer of records to the Jamaica Archives and Records Department. Carries out frequent reviews of existing retention schedules to ensure that they are compliant with relevant legislation, records management best practice and support the operational needs of the National Library of Jamaica Organises the disposal of records in accordance with their retention schedule. Develops and implements the policy and procedural framework to guide staff in the management and use of records Reviews and approves requests for records disposition; coordinates transmittal and disposition of agency records according to GOJ guidelines Directs and coordinates the transfer, storage and disposal of inactive administrative records. Conducts surveys and reviews to ensure compliance with the record management procedures and standards. Provides advice/recommendations on the ongoing organization and storage of material to facilitate planning for future needs; Ensures compliance with record keeping requirements resulting from legislation, audit rules and other relevant regulations; Keeps current with emerging document management trends and current dominant technologies in Records Management Develops and implements a structured records management training and development programme. Reviews the organization of all incoming documents according to a functional classification scheme; Maintains security and confidentiality of records Reviews and authorizes the transfer of files to a secondary storage facility; Coordinate with the IT Branch to procure/develop a user-friendly, computer-aided records management system to include file tracking and access control Coordinate and lead the library’s Records & Information Management (RIM) committee for the development and implementation of the GOJ RIM policy Operates a centralised mail management service for the National Library of Jamaica by: Receiving all incoming correspondence by ensuring that all mails addressed to the Library are opened, recorded, stamped and routed to the appropriate officer/branch for action Ensure that confidential mails are recorded and routed unopened Dispatched for post all outgoing mails Manages and reconciles the stamp impress Maintains value book for cheques received for the Library Dispatches the drivers and attendants with outgoing mail for delivery Management/Administrative  Compiles an Access to Information Manual containing dissemination of functions, duties, services of the Library and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information; Maintains and oversees Attendance Records; Prepares Annual/Quarterly/Monthly/Periodic Reports; Contributes to the development of the Branch’s Strategic and Operational Plan and Budget; Prepares performance and other reports as required; Participates in meetings, seminars, workshops and conferences as required; Prepares Workplans for direct reports To contribute towards the development and delivery of a records management training and awareness programme To ensure business continuity in the event of a disaster Human Resource  Manages the welfare and development of direct reports through the preparation of performance appraisals and recommendation of required training and development programmes as necessary Provides leadership to staff through effective objective setting, delegation, and communication Provides guidance to staff through coaching, mentoring, and training, providing assistance and support as needed Participates in the recruitment of staff Ensures that staff is aware of and adheres to the policies, procedures and regulations of the Department Supervises all staff in the Registry Participates in the orientation of new employees and fieldwork students as directed. Maintains harmonious relationships with colleagues Implement occupational health and safety programme within the registry Customer Service  Maintains customer service principles, standards and measurements; Identifies and incorporates the interest and needs of customers in business process design; Performs all other related duties and functions as may be required from time to time. . Required Competencies/Skills/Knowledge  Core Competencies: Oral Communication Written Communication Teamwork & Cooperation Customer & Quality Focus Technical Competencies: Records Management; Databases & Software Excellent knowledge of relevant legislation (ATI Act and Archives Act) Information Communication Technology Planning & Organizing Leadership SKILLS/COMPETENCIES  Sound knowledge of the GOJ Records and Information Management Policy, Procedures and Standards Sound knowledge of international information governance requirements Knowledge of access to information and data protection requirements Working knowledge of disaster mitigation, preparedness, and response Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities Knowledge of office management and administrative procedures and practices Knowledge of research and statistical methods and techniques Ability to compose correspondence and reports Ability to work independently and make sound and reasoned decisions Advanced IT skills in relation to Word, Powerpoint, and Excel Qualification and Experience   Degree in Archives & Records Management or Degree in Library and Information Studies with Certification in Records Management. Two (2) year related working experience Special conditions associated with the job   Working environment involves possible exposure to dusty conditions Require to do some amount of lifting, bending, stooping and walking in the performance of duties Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street Kingston Email: nljhrm@nlj.gov.jm

We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Human Resource Officer (GMG / AM2) Salary Scale: $1,550,136 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose   Under the direction of the Director, Human Resource Management & Administration, the Human Resource Officer provides support in human resource functions such as the administration and benefit services to employees Key Responsibilities - Technical:  Processes leave application for vacation, departmental, sick, maternity and no pay for employees by: Determining eligibility Calculating/generating leave entitlement and resumption date Monitors leave utilization and accumulation Updating respective leave records Records all approved leave Prepares annual leave roster Maintains a leave register Informs the relevant personnel of approval of leave and resumption dates Prepares leave reports for submission to Director Human Resource Management Prepares correspondence for the implementation and adjustment of salary related matters Maintains pension particulars for current and former employees by: Calculating the quantum of pre-retirement leave for employees Preparing schedule of employees eligible for retirement and all relevant documents for pension submission Maintaining schedule of deferred pension Updates service records to reflect changes in salary, job title and classification and acting appointments Administers the medical, life and personal accident insurance benefits for employees Monitors the attendance records and prepares relevant correspondence Prepares/collates the absenteeism and late report for employees Administers the process for the issuing of staff identification cards Ensures the maintenance of the personnel records reflecting all changes related to employees Maintains an appropriate system to control and safeguard confidential documents, files and reports Participates in the recruitment process by scheduling appointments, arranging and preparing the necessary documents as directed Assists in providing advice on staff welfare and benefits to stakeholders Monitors vehicle particulars for travelling officers Participates in the development and execution of staff welfare programmes and events Assists with the administration of the performance management records Assists with the application process for loans, grants and exemption benefits Consults with the relevant training /educational institutions to identify training and development opportunities for staff Monitors the work experience and volunteer programme by: Assigning individuals to the relevant departments Monitoring attendance Ensuring the submission of relevant documents upon completion Reviews all HR documentation to ensure up to date information consistent with current policies Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members; Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility. Performs any other duties assigned from time to time Performance Standards/Indicators   Leave processed within specified time Leave monitored according to agreed standard Leave roster and register prepared within specified time Incidence of errors and omission in monitoring and processing leave Retirement schedule prepared within specified time Recruitment and selection process competed according to agreed standards Recruitment and selection process completed within specified time Pension submission generated according to agreed standards Pension submission generated within specified time Personnel records maintained according to agreed standards Personnel records maintained within specified time Service records generated according to agreed standards Incidence of errors and omission in service records HR documents updated within the specified time Attendance and punctuality record generated within specified time Incidence of errors and omission in punctuality records Reports submitted within specified time Required  Competencies /Skills/Knowledge  Knowledge/Skills: Sound knowledge of general office practice and procedure Sound knowledge of government regulations specific to leave administration, and service records management Excellent interpersonal, human relations and presentation skills Good vision for details, methodical and resourceful Be able to maintain confidentiality in the strictest sense Qualification and experience   Diploma/Associate Degree in Human Resource Management or relevant discipline Training in GOJ Leave/Pension Administration At least two (2) years related experience Excellent Knowledge of Microsoft Office suite Special conditions associated with the job May be required to work outside of normal working hours to include weekends   Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street Kingston Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Senior Secretary (OPS/SS3) Salary Scale: $1,550,136 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose Under the direction of the Director, Human Resource Management & Administration, the Senior Secretary provides administrative and secretarial support to ensure the smooth operation of the Human Resource Management & Administration Branch.  Key Responsibilities - Professional/Technical: 

1. Performs general administrative duties such as word processing, answering telephones, faxing and retrieving correspondences 
2. Provides support for meetings by; 
   1. Making arrangements for venue/meeting room, meeting resources and refreshments 
   2. Recording and transcribing minutes 
   3. Drafting agenda and reports for meetings 
   4. Preparing and compiling documents for review/circulation 
   5. Ensuring the circulation of minutes prior to meetings  
   6. Monitors the schedule for secretarial support and devotion for staff meetings  
3. Develops and monitors calendar and diary for meetings, assignments and events; 
4. Organizes and maintains an effective filing system that allows security and speedy retrieval of documents/information; 
5. Maintains an appropriate system to control and safeguard confidential documents, files and reports  
6. Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests; 
7. Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority  
8. Schedules appointments, meetings and events 
9. Maintains the diary of appointments and timelines for the Director HRM & Administration 
10. Processes reports, letters and other documents for dispatch 
11. Ensures that urgent matters are re-routed for immediate attention in the absence of the Director; 
12. Assists with the preparation of Human Resource/staff welfare activities and events 
13. Assists with maintaining validity of vehicle particulars; 
14. Photocopies and collates documents as required;  
15. Prepares and maintains adequate supply of official forms/documents in the HRM Branch;  
16. Provides administrative support for Human Resource Committee meetings; 
17. Provides relief support for the switchboard; 
18. Provides Administrative support in the Executive Office in the absence of Executive Secretary; 
19. Maintains a relief telephone operator register/schedule for the switchboard 
20. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;  
21. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.  
22. Prepares report as scheduled and/or directed 
23. Performs any other related duties assigned from time to time 

Required Skills, Knowledge and Competencies

• Good oral and written communication
• Teamwork & Cooperation
• Customer and Quality Focus
• Good Planning & Organising skills
• Good Administrative Management skills
• Good knowledge of office protocol, practices and procedures
• Sound knowledge of the management of electronic and paper records
• Sound knowledge of web-based research techniques
• Proficient in the use of relevant computer systems and applications
• Ability to record and transcribe meeting minutes
• Ability to create, compose and edit written materials

Minimum Required Qualification and Experience

• Certified Professional Secretary (CPS/CAP) Designation with proficiency in word processing at a speed of 50-55 words per minute and English Language at CXC or equivalent level or 
• Four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development; or any combination of related training and experience 
•  Training in the use of the relevant software applications  

  Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Restorer (PIDG/AR2) Salary Scale: $1,272,284 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m.

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position:  Manager, JAMLIN Development (GMG/SEG1) Salary scale: $3,094,839 Deadline: Thursday, February 29, 2024 @ 5 p.m.

Job Purpose   Under the direction of the National Librarian, the Manager, JAMLIN Development will manage specific aspects of JAMLIN to ensure that the  institutions are fully integrated into the country’s National Information Infrastructure. Key Outputs   Position statements developed Policies and procedures developed Integrated library management system implemented Governance framework prepared Marketing and communication plan submitted and implemented Online Directory maintained Government Library visited coordinated Project schedules prepared Reports submitted Principal Responsibility Areas  Professional/Technical  Develops policy documents for JAMLIN Coordinates the development of a National Digital Preservation Policy Develops Memoranda of Agreements for JAMLIN members Sources Integrated Library Management System to facilitate information sharing, access and delivery for JAMLIN Develops governance framework for JAMLIN Develops a marketing and communication plan for JAMLIN Develops a competency framework for staff in government libraries Maintains the National Bibliographic Database and facilitates access Maintains an up-to-date Directory of JAMLIN Members Updates the National Librarian on all JAMLIN matters. Represents the National Librarian on external relevant committees. Participates in team projects and other related duties assigned Any other related duties assigned. Performance Standards /Indicators  Position statement on JAMLIN submitted according to agreed standards and within specific time Policies and procedures developed according to agreed standards and within specific time Integrated library management system implemented according to agreed standards and within specific time Governance framework prepared according to agreed standards and within specified time Marketing and communication plan submitted and implemented according to agreed standard and within specified time Online Directory of JAMLIN members maintained according to agreed standards and within specified time Government Library visited coordinated according to agreed standards and within specific time Project schedules prepared according to agreed standards and within specific time Reports submitted according to agreed standards and within specific time Required Competencies/Skills/Knowledge  Core Competencies:  Excellent Oral Communication Excellent Written Communication Excellent Teamwork & Cooperation Customer & Quality Focus Technical Competencies:  Policy writing skills Knowledge of digital technologies Excellent Planning & Organizing skills Knowledge of Public Sector operations Knowledge/Skills:  Knowledge of the operations of government libraries Sound knowledge of government communication policies and protocols Minimum education and experience   Degree in Library & Information Studies Training in Project Management A minimum of six (6) years experience in librarianship Proficiency in Microsoft Office, Digital Technology and open source software applications Special conditions associated with the job   May be required to work outside of regular hours

  Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Assistant Auditor (FMG/AS1) Salary Scale: $3,094,839 - $4,162,214 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose    Under the direction of the Internal Auditor, the incumbent is responsible for the examination of transactions, records, and documents both financial and operational to determine compliance with the provisions of relevant laws, regulations, policies and rules. Key Outputs Organization reviewed Financial & HRM and Administration records reviewed and verified Inspection conducted (fixed assets) Financial and Accounting practices and procedures appraised Interviews conducted Audit finding documented and reported Audit records system maintained Working papers prepared and submitted Standard Operating Procedures prepared Reports prepared  Key Responsibilities    Professional/Technical  Verify accounting & HR records/documents, document variances and make recommendation for improvement. Assist with the inspection of the resources/ records. Assist with the examination and appraisal of financial and accounting practices systems and procedures. Conduct quarterly audit of petty cash.  Where variances are observed make documentation and prepare report for the Internal Auditor Conduct impromptu check of petty cash Conduct audit of print room and from time to time conduct impromptu check. Prepare report of findings. Conduct quarterly audit of the Inventory Story.  Document variances and prepare report. Audit the fixed asset location register quarterly, ensure the asset is properly labelled and report anomalies. Observe the process of goods received, verify that the delivered items are the quality and quantity that was procured before they are commissioned.  Document anomalies and report findings. Documents and reports findings of the of all audits conducted to the Internal Auditor. Assists in the preparation of preliminary recommendations and drafting of audit reports. Conduct exit interview for audit. Maintain the audit records system. Perform any other related duties assigned. Administrative Assist in the revision of the organization’s systems, operations, and processes to ensure compliance with Government of Jamaica’s Guidelines such as procurement and reporting requirements. Assist in the development and maintains an internal audit manual. Assist in the coordination of activities in preparation for the Board of Management Audit Committee meetings. Represent the organization at meetings and other functions as directed Assist with the development of the branch’s operational plan. Performance Standards/Indicators   Confidentiality and integrity are exercised in the performance of duties. Reviews are conducted in accordance with audit standards Auditor and the prescribed audit programme. Working papers and reports are accurate, clear, concise, and prepared in accordance with established guidelines. Findings are accurate and supported by evidence Collaborates with the Internal Auditor in making recommendations Internal controls are monitored according to agreed standard Prepare reports to be submitted to the internal auditor to agreed standards Required Competencies/Skills/Knowledge  Core Competencies: Written & Oral Communication Teamwork & Cooperation Quality Focus Adaptability & Integrity Time Management Interpersonal skills i.e., the ability to interact positively with both internal and external clients Technical Competencies:   Analytical Thinking Use of relevant application software Planning & Organizing Compliance to enforce government regulations Attention to detail Problem Solving and business acumen Knowledge/Skills:    Knowledge of the organization’s mandate and objectives would be an asset Sound knowledge of the FAA Act and Government’s accounting policies and procedures Working knowledge of the Public Bodies Management & Accountability (PBMA) Act Qualification and Experience    ACCA Level 1 or Associate Degree (Accounting & Finance, Business Administration); AAT; ACCA-CAT Level 3 or equivalent qualification 1 year or more practical experience in accounting or related field   Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street Kingston Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted

The National Library of Jamaica invites applications from suitably qualified persons to fill: Position: Web & Graphics Designer (MIS/IT3) Salary Scale: $1,984,305 p.a. Deadline: Thursday, February 29, 2024 @ 5 p.m. Job Purpose   Under the direction of the Director, Technical Services & Network, the Web and Graphics Designer is responsible for designing implementing and maintaining the library’s web presence as well as designing graphics for promotion of the library’s services and resources. Key Outputs Library’s website maintained Web pages designed/revised Web interface improved Website guidelines documented Exhibitions and promotional graphics designed Progress reports prepared Website backed up Website mobility test conducted Promotional videos edited & posted Website performance improved. Key Responsibilities  Designs, builds, and maintains the Library's website server including protecting operating and content management systems. Maintains the content management system (WordPress) inclusive of dashboard, plugins, optimization, php coding and system versions. Conduct regular backup of websites. Conceptualize and design new webpages & re-design of existing webpages. Conduct usability testing on website to improve the user experience. Optimize website performance. Conduct security risk management audit of websites and implement measures to mitigate against risk identified. Review website map/structure and effect corrective action. Recommends innovative solutions and customer interfaces to improve usability and content. Edits videos of promotional material for dissemination on platforms. Develops and initiate procedures for ongoing website updates and revisions. Develops and document style guidelines for website content. Analyzes design needs and capture technical requirements of the various teams. Conceptualize and design graphics for social media platforms and exhibitions. Designs graphics and prepare publications to meet a variety of promotional materials. Collaborates with the Public Relations and Special Programmes team members to understand and implement designs for marketing and communication plans Keeps abreast of new and emerging development in web and graphics design and implementing recommendations and best practices Prepares progress reports   Performance Standards  Web presence maintained according to agreed standards Web pages designed & revised according to specifications Web pages designed revised within agreed timeframe Web interface improved according to specifications Website guidelines documented according to agreed standards Website guidelines documented within agreed timeframe Website performing at optimal level within agreed timeframe. Exhibition and promotional graphics designed according to specifications Exhibition and promotional graphics designed within agreed timeframe Progress reports prepared within agreed timeframe Promotional videos produced according to agreed specifications. Skills/Knowledge  Familiarity with PHP, JavaScript, HTML and CSS Proficient in Adobe Suite of programs. Working knowledge of the Macintosh computer operating system. Strong illustration and graphic design skills. A solid understanding of web design and usability as well as current web standards Proficiency with WordPress or other content management system Familiarity with basic SEO and performance best practices Experience with Google Analytics Demonstrates experience in designing visual images and layout of material on web sites and other visual media Experience in designing for a wide spectrum of print and electronic mediums, including print, electronic, social networking, video and other emerging media. Ability to work in an environment with multiple deadlines, with a demonstrated ability to prioritize and meet multiple requests.   Qualification and experience   Bachelor’s Degree in Information Technology or related field Two (2) years related work experience Training or demonstrated experience in graphics design Special conditions associated with the job   Required to work outside of normal working hours from time to time to include weekends Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.: Director, HRM & Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm We appreciate all responses, however only shortlisted candidates will be contacted