Administrative Assistant

Job Summary

The Administrative Assistant shall be responsible for the effective supervision of the office administration services and for the implementation of procedures to ensure the efficient management, maintenance and security of CXC's office furniture, equipment and vehicles. The incumbent will oversee logistical arrangements which support the hosting of meetings in Jamaica and in other territories as required and shall supervise and coordinate the activities of direct reports to ensure compliance with policies and procedures towards target achievement.

Key Duties and Responsibilities

• Assumes supervisory responsibility for the security of the Caribbean Examinations Council (CXC), offices and property, and premises.
• Ensures the timely procurement of goods and services in accordance with policy guidelines.
• Coordinates efficient and cost-effective mail services.
• Coordinates efficient and cost-effective replication services.
• Coordinates and oversees the maintenance of the physical assets.
• Coordinates, supervises and assesses support staff within the office management team.
• Ensures the efficient daily functioning of the office administration unit in a manner that supports the goals of the division and the organization.
• Any other related duties assigned from time to time by any duly authorized person.

Required Activities

Assumes supervisory responsibility for the security of the Caribbean Examinations Council (CXC), offices and property, and premises. 

Security

• Coordinates the arrangements for physically securing CXC premises and assets.
• Monitors the contract for security guard services, liaise with provider to ensure that protocols are being enforced, receive and make relevant reports and recommendations.
• Ensures that monitoring equipment is in good working order and effect immediate resolution of issues.
• Arranges for additional security services at peak times to CXC location on request.
• Reports breaches and irregular activities.

Equipment Maintenance

• Ensures the implementation and monitoring of an efficient maintenance programme for generators, AC unit, UPS and other related equipment.

Building Maintenance

• Responsible for the maintenance of the safe and sanitary conditions in the CXC offices.
• Ensures that all building safety codes are observed, and that suitable safety equipment is in place and in good working order.
• Monitors electrical safety by ensuring that fixtures are in good repair and that equipment is used in a safe and correct manner.
• Monitors the condition of the building and ensures that plumbing, sanitation, utilities, garbage disposal, air quality are in good order and take preventative and remedial actions as required to ensure and restore working order.
• Oversees the contract for cleaning the offices and liaise with service provider to ensure compliance in accordance with the terms of the relevant contracts and recommend termination contracts when necessary.

Grounds Maintenance

• Monitors the gardening service provided to upkeep the grounds of the WZO premises and liaise with Ministry.
• Ensures that efficient arrangements are in place for garbage disposal.

Motor Vehicle Management

• Ensures that vehicles are in good working condition and are serviced and valeted according to schedule and that policies regarding their use are observed.
• Ensures that all licenses, insurance and statutory arrangements are in place in a timely manner.
• Ensures that arrangements are in place for fueling, parking and repairs.
• Research replacements as required.
• Recommends and processes disposals as required.

Ensures the timely procurement of goods and services in accordance with policy guidelines

• Implements procurement policy and obtain appropriate approval for stationery, office supplies and services.
• Sources, negotiates and purchases approved fixed assets in a timely and cost-effective manner.
• Ensures that adequate supplies of stock are maintained set reorder levels.
• Ensures that procurement and inventory control procedures are observed.

Coordinates the efficient and cost-effective mail services

• Implements and monitors system for cost-effective and customer-oriented services for replication of materials internally and externally.
• Monitors and maintains cost-effective messenger driver services.

Coordinates and oversees the maintenance of the physical assets

• Maintains the physical inventory of fixed assets and ensure that it is kept current.
• Supervises the physical confirmation of assets on a quarterly basis.
• Implements the retirement and replacement plan.
• Ensures that disposals are handled appropriately and pre-emptively.

Coordinates, supervises and assesses support staff within the office management team

• Coordinates office management support services.
• Supervises the provision of front-of-office/customer services.
• Supervises the provision of efficient and timely maintenance and supplies support services.
• Supervises the provision of housekeeping services.
• Administers performance assessments of the work of direct reports, oversees individual work plans and schedules and ensures workflow is effectively executed.
• Approves vacation leave ensuring adequate coverage of core functions and arrange relief staff where needed.
• Assesses departmental needs and recommends overtime arrangements as the need arises.

Ensures the efficient daily functioning of the office administration unit in a manner that supports the goals of the division and the organization

• Periodically reviews and develops procedures to ensure the efficient and cost-effective delivery of office administration services.
• Prepares budget and monitor expenditure for the office management support activities and governance meetings and review and prepare periodic status reports.
• Implements monitoring mechanisms for the efficient and effective delivery of services.
• Reviews and approves requisitions for goods and services for the unit, and research discrepancies.
• Reconciles and verifies bills for payment.
• Ensures that meetings are setup, and the required equipment and supplies are provided.

Management of Marking Logistics

• Processing clearance of exam materials in a timely manner.
• Set up and management of the logistics related to Marking Centres.

Any other related duties assigned from time to time by any duly authorized person.

Qualifications and Experience

• A first degree from a recognized University in Management or a related discipline.
• At least three (3) years' relevant working experience in a similar role/post in a fast-paced environment.

Core Competencies

• Detail-oriented with strong organizational and leadership skills.
• Excellent oral and written communication skills.
• Excellent interpersonal skills.
• Resourceful and able to take initiative to respond effectively in critical situations.
• Proficiency in the use of the Microsoft Office suite, with strong competence in Word and Excel.

Organizational Relationships

Interacts frequently with:

• Finance and Office Management Department
• Heads of Divisions
• HR Department
• All Divisions in response to customer queries and obtaining feedback

External Contacts

• External Service Providers; security, maintenance, cleaning and gardening services
• Suppliers
• Customers and stakeholders
• Ministries of Education
• Educational Institutions