Team Administrative Officer (Level 3)

Team Administrative Officer (Level 3) [1 post] salary: $2,190,302 annually. 

JOB PURPOSE 

Under the direct supervision of the Director, Planning & Research, the Team Administrative Officer is responsible: 

• To provide research, technological and administrative support  

• to manage office support systems and resources to ensure the effective and efficient functioning of the office.  

• He/she often makes decisions when the executive is unavailable. 

• To write correspondence and creates reports. 

KEY RESPONSIBILITIES 

Technical/Professional Responsibilities 

• Assists with compiling the supplies and material resources of the Branch’s budget by advising on usage patterns of the various supplies, materials and services and their costs. 

• Manages the inventory and distribution of office supplies for the Branch. 

• Obtains quotations and finalises arrangements for purchasing goods and services, including monitoring approval of payments made per the procurement guidelines. 

• Manages the documentation system for the Branch by maintaining the document classification, filing, storage and retrieval system and the security of confidential files and documents. 

• Supports staff in implementing the PMAS by providing forms and copies and ensuring that Executive staff completes documentation within the required timeframe. 

• Maintains leave files for all staff of the Branch.  

• Assists with the arrangements and orientation of new staff at the Senior Executive level. 

• Assembles and disseminates information to internal and external personnel as required. 

• Prepares reports and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed. 

• Reproduces manuscripts and briefs prepared by the Senior Executives including information dictated in an accurate and presentable manner. 

• Processes incoming and outgoing correspondence per established procedures and checks email sent to the Branch and brings to the Senior Executives items which must be dealt with at that level. 

• Maintains copy files of official correspondence received by email and of computer-generated documents. 

• Coordinates travel arrangements and prepares itineraries for local and overseas business trips. 

• Provide receptionist/telephone services for the Senior Executives 

• Maintains an effective filing system that allows security and speedy retrieval of documents/information per established standards. 

Management/Administrative Responsibilities  

• Coordinates logistics for meetings hosted by the Senior Executives including preparing agenda; organizing relevant information and documents; securing venue and refreshments; taking minutes at meetings; and reproducing and distributing per established guidelines. 

• Collaborates on heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings as well as for routine and special appointments for the Senior Executives, advising of matters requiring prompt attention. 

• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.  

• Performs other related duties that may from time to time be assigned. 

Customer Service Responsibilities  

• Maintains customer service principles, standards and measurements. 

• Identifies and incorporates the interests and needs of customers in business process design.   

• Ensures critical success factors are identified and meet expectations. 

Other Responsibilities  

• Performs all other duties and functions as may be required from time to time.      

• May be required to provide witness statements, attend court proceedings, and give evidence.  

• Complies with Health and Safety policies. 

REQUIRED COMPETENCIES 

Core 

• Excellent leadership and staff management skills. 

• Excellent time-management, planning and organizational skills.  

• Excellent interpersonal skills. 

• Excellent communication, negotiating and persuasion skills. 

• Strong judgment, problem-solving and analytical skills.  

• Ability to understand and manage high-profile, sensitive, or controversial political situations.  

• Ability to exercise tact and diplomacy. 

• High levels of confidentiality, integrity, ethics, and honesty. 

Technical 

• Expert knowledge of principles and techniques of Public Relations, Customer Service and Supervisory Management 

• Expert knowledge of Jamaica Customs policies, procedures, and programmes 

• Sound knowledge of Customs Act and Regulations, Executive Agency Act, and related legislation. 

• Sound knowledge of the principles of Customer Service standards and best practices  

• Working knowledge of the relevant computer systems and applications 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE 

• Bachelor’s degree in business administration, Public Administration or equivalent qualification 

• Specialized training in Supervisory Management.  

• Training in Public Relations, Customer Service, Human Relations, or Total Quality Management 

• Six (6) years related experience. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB 

• Work will be conducted in various office outfitted with standard office equipment and specialized software.  

• Involves working in a fast-paced environment with on-going interactions with critical stakeholders. 

• Fair degree of travelling required (>30%) on a periodic basis to represent JCA on matters locally and internationally. 

Applications, including résumés, should be submitted no later than Monday, August 17, 2026

Only shortlisted candidates will be contacted by HRMD

Email us at helpdesk@jca.gov.jm, if you have any technical difficulties.