Administrative Officer - Job Verified Job

  • Jamaicans for Justice
  • Expired 3 months ago
  • 1 Position(s) Remaining
  • Full Time/Permanent

Administrative Officer - Job Verified Job

Job is expired

Job Summary

Experienced Professional Administrative Officers with at least 3 year(s) of experience.

Skill & Experience

Job Description

The Administrative Officer will manage the day to day administrative issues and provide support to the Board of  Directors and the Executive Director. The individual is also tasked with the management of the JFJ’s standards and policy and liaising with other management functions for the efficient and effective administration of the organisation. 

SCOPE OF WORK 

Administrative and Front Desk duties 

Manage incoming and outgoing calls and correspondences within the organisation  Supervise all Administrative staff: Office Attendant, Groundsman and Bearer 

Work with senior staff to develop, establish and implement office standards and procedures Ensure compliance with office standards and procedures 

Design an appropriate filing system for the organisation to ensure proper records management. Ensure protection and security of files and records 

Manage the preparation of meeting and conference rooms according to room schedule Manage general facilities maintenance and upkeep (repairs, plumbing, electrician) Manage designated resource room, equipment and furniture 

Design a system for the management of stationery and office supplies and liaise with the Finance manager for timely procurement. 

Maintain transportation requests for all staff to ensure compliance with travel protocols.  

Procurement and Financial Management Support  

Preparing all Quotations (RFQ) requests for review by Finance Manager and the technical team. Preparing Source Selection Memos/Requests and Subcontract Memos to ensure integrity, compliance,  fairness, accuracy, completeness and openness in procurement processes for review by the Finance  Manager 

Preparing Purchase Orders and Modifications and ensuring proper documentation is collected throughout the procurement process. 

Receiving bid packs from bidders and preparing the review files for selection 

Preparing complete backup documentation for procurement purchases 

Preparing payment vouchers and loading payments on the online banking system 

Executive Assistance  

Provide assistance in the development of all human resource, consultant and other service contracts and agreements, as well as editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals.

Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information for the Executive Director. 

To prepare proofread and edit outgoing correspondences, as requested. 

Work closely with the ED to ensure that all projects and contracts are up to date and ensure that staff produce and submit monthly management reports outlining progress on all projects and programmes. 

Training/ Capacity Building 

Liaise with the Finance Manager to ensure that staff professional development is supported by identifying training and other professional opportunities. 

Responsible for the coordination of staff meetings and other work planning activities of the staff, as directed by the Executive Director and/or Finance Manager.  

REQUIRED QUALIFICATIONS AND COMPETENCIES 

First Degree in Management Studies or Business Administration 

Three (3) years experience in a similar position 

Experience working with vulnerable populations and NGOs is an asset 

Ability to prioritise tasks, possesses good time management skills and ability to meet deadlines Able to seize and work on own initiative with minimum supervision

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About Jamaicans for Justice

Jamaicans for Justice (JFJ) is a non-governmental human rights and social justice organisation. We serve thousands of Jamaicans each year by providing legal services in response to human rights violations, working on legislation and policy, campaigning for social justice causes, and conducting high-impact research that shapes the national human rights agenda.

Join our team and help make an impact.

OUR MISSION

To engender fundamental change in Jamaica’s judicial, economic, social and political systems in order to improve the present and future lives of all Jamaicans.

OUR VISION

A Jamaica where the rights of all are ensured; where there is equal opportunity for citizens to realize their full potential and enjoy a sense of wellbeing; and where our culture is enhanced, and respect shared.

For more information, visit our website: https://jamaicansforjustice.org/about-us/
Job is expired
Jamaicans for Justice

Jamaicans for Justice

Joined Oct 2021
  • Company Industry:N.G.O./Social Services
  • Job Summary: Jamaicans for Justice is looking for Experienced Professional Administrative Officers with at least 3 year(s) of experience.
  • Degree Requirements:
  • Apply Before: Jan 24, 2022
  • Salary Range:
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