The National Library of Jamaica invites applications from suitably qualified persons to fill:

Position: Executive Secretary (OPS/SS 4)
Salary Scale: $2,190,302 per annum
Deadline: Friday, JANUARY 31, 2025 @ 5 p.m.

JOB PURPOSE
Under the direction of the National Librarian, the Executive Secretary 1 provides secretarial and administrative support to the Office of the National Librarian, to ensure the smooth operation of the Executive Office

QUALIFICATION AND EXPERIENCE

• Certified Professional Secretary (CPS/CAP) Designation and English Language at CXC or equivalent level;
• At least five years’ proving support at the executive level plus the appropriate Administrative Management programme at the Management Institute for National Development; or a combination of related training and experience.

Special Condition Associated with the Job

• May be required to work outside of normal working hours from time to time, to include weekends.

REQUIRED SKILLS AND COMPETENCIES

KEY RESPONSIBILITY
Professional/Technical:

1. Performs general administrative duties, such as Word Processing, answering telephones and sending and retrieving correspondences;
2. Receives, sorts and records all incoming correspondence to the Executive Office;
3. Records and distributes documents to the relevant Departments;
4. Keeps and operates the stamp imprest;
5. Makes travel arrangements and prepares Submissions to the relevant Ministry/Authority;
6. Provides support for meetings by;
   • Making arrangements for venue/meeting room and refreshment, projector, etc.
   • Recording and transcribing Minutes and ensuring the circulation of Minutes prior to meetings
   • Drafting agenda and reports for meetings
   • Preparing and compiling documents for review/circulation
   • Advising the National Librarian of related actions from Meetings;
   • Ensuring the circulation of minutes prior to meetings
7. Provides Board of Management support by:
   • Coordinating board meetings
   • Recording, transcribing and distributing minutes
   • Maintaining an up to date board member contact list
   • Preparing/compiling meeting documents and ensuring follow through with post meeting actions and decisions
   • Maintaining Board binder of all Board meetings documentation
   • Maintaining an up-to-date Board Member contact list
   • Maintaining communication with Board of Management Members, as requested;
8. Develops and monitors Calendar and Diary for meetings, appointments, assignments and events for National Librarian;
9. Receives and hosts visitors on behalf of the National Librarian;
10. Organizes and maintains an effective Filing System that allows speedy retrieval of documents/information;
11. Maintains an appropriate system to control and safeguard confidential documents, files and reports;
12. Researches files and consults officers as directed, to procure information needed for replies to correspondence and other requests;
13. Assists in the preparation of the Corporate and Operational Plans;
14. Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority;
15. Processes reports, letters and other documents for dispatch;
16. Ensures that urgent matters are re-routed for immediate attention in the absence of the National Librarian;
17. Arranges for the printing, photocopying and binding of documents as required;
18. Maintains adequate supply of official forms/documents for the Executive Office;
19. Provides administrative support for the following Meetings:
    ✓ Finance and Investment Committee
    ✓ Audit Committee
    ✓ Senior Management;
20. Identifies and resolves routine problems and situations that may hinder the effective workflow in the Executive Office;
21. Prepares report as directed;
22. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
23. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
24. Performs any other related duties assigned from time to time.

Applications accompanied by detailed resume should be sent by Friday, January 31 2025:

Director, Human Resource Management and 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