Vacancy Detail

As a company dedicated to the securing of various personal and business assets. We seek individuals with a strong passion and enthusiasm for their work, exceptional talent and commitment. Rural Water Supply offers an array of opportunities for the right candidates ranging from entry level to managerial positions and other business partnerships.
Administrative Assistant Available
Contact Person:
Murie Bennett
Email Address:
info@rwslja.com
Deadline for Application:
Jun 18th, 2019

 

JOB PURPOSE:

 

The administrative  and related support services in both engineering administration and client services, required to assist the company in performing its functions in the most efficient and effective manner.

 

 

 

KEY RESPONSIBILITIES

 

1)      Provide administrative support services as required in areas such as composition of routine correspondence, preparation of presentations, taking minutes at meetings, screening calls to the Engineering Manager as well as handling general enquiries

2)      Manage diary/calendar for the Engineering Manager. Arrange, attend and coordinate meetings ( including off site meetings)

3)      Manage incoming/outgoing correspondence

4)      Provide excellent support and follow up on outstanding matters

5)      Assist with the preparation, compilation and dissemination of monthly departmental and project progress report

6)      Assist with the sale of tender documents, attend tender openings and maintain record of tenders received

7)      Assist with the preparation, compilation and dissemination of tender evaluation reports

8)      Arrange and coordinate local and overseas trips for the Engineering Manager and other engineering staff

9)      Ensure that all correspondence received in the Engineering Manager’s office is filed in the appropriate manner

10)  Follow up on all engineering matters where necessary

11)  Prepare letters and memoranda on behalf of Engineering Manager

12)  Prepare and dispatch all necessary engineering reports for meetings

13)  Assist in preparation of Project Profiles.

14)  Assist in procurement-related activities (ensuring these are in accordance with GOJ procedures)

15)  Arrange and co-ordinate Site Meetings including recording and preparation of Minutes.

16)  Undertake specific field/site activities as appropriate.

17)  Assist in monitoring of project schedules and timelines.

18)  Prepare and update Work Progress Reports based upon information received as well as personal site inspections.

19)  Schedule procurement activities and provide status updates to Engineering Managing

20)  Schedule tender openings and prepare tender reports for the procurement committee.

21)  Assist in tender evaluation, including arithmetic and compliance checks

22)  Submission of tender documents and tender reports to external approval bodies (National Contracts Commission).

23)  Contact and liaise with consultants, contractors, suppliers, other vendors, Government departments and agencies and other stakeholders/partners regarding project-related activities.

24)  Liaising with Engineers to ensure project scope, technical specifications, project rationale, cost estimate and implementation timeline for procurement are clearly defined.

25)  Assist in the preparation of contracts/contract administration.

26)  Assist with Office of the Contractor General (OCG)/National Contracts Commission (NCC) requests and related issues as well as quarterly OCG reports.

27)  Take minutes for Projects meeting (Sub-committee of Board of Directors)

28)  Perform any other duties that may be assigned by the Engineering Manager.

 

 

 

PERFORMANCE STANDARDS:

 

1)      A high level of accuracy and efficiency is evident

2)      Confidentiality of information obtained in the performance of duties is maintained

3)      Timeliness of reports and the quality of submissions

4)      Maintenance of good professional relationship with other Rural Water Supply Limited employees

5)      Adhere to Policies and Procedures of Rural Water Supply Limited

 

 

 

REQUIRED COMPETENCIES:

 

Functional/Technical Competencies

 

1.     Knowledge of Microsoft Word, Microsoft Excel.

 

 

Core Competencies

 

1)      Proven ability to communicate effectively at all levels

2)      Excellent English Language skills, excellent written and oral communication skills

3)      Proven ability to successfully manage multiple projects and deadlines

4)      Superior client management skills

5)      Strong organizational skills, flexibility under stressful circumstances and the ability to prioritize tasks

6)      Excellent telephone etiquette

7)      Professional, positive attitude and appearance

8)      A willingness to take on new tasks and develop new skills

9)      Work effectively and independently, utilizing initiative, tact and confidentiality

CONTACTS:

Internal

  • All members of staff

External

  • Sector Agencies
  • Ministry of Economic Growth and Job Creation

 

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

 

8:30a.m. – 5:00p.m. (Monday – Thursday)

8:30a.m. – 4:00p.m (Friday)

 

Ø  May be required to work beyond normal working hours

 

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

 

1)      Diploma in Business Administration or equivalent

2)      Experience in a technical department is an asset

3)      Minimum five (5) years’ experience.

4)      Proficient in Advance Microsoft Word, Excel, Access and PowerPoint. Ability to use Microsoft Project is an asset

5)      Ability to take minutes and dictation in shorthand/speedwriting

 

 

 

REPORTING RELATIONSHIPS:

 

Reports to: Engineering Manager

Nature of Supervision Received: Periodic supervision to monitor work progress

  

Supervision given to:

 

a)      Directly                                                         N/A

b)     Indirectly                                                     N/A

Deadline for Application: Jun 18th, 2019 click here to submit your resume
Corporate Offices

25 Dominica Drive
Kingston 5
The Towers 3rd Floor (North Side)
Telephone: (876) 754-5485
Fax. Line: (876) 754-5500
Email Address: info@rwslja.com