LEGAL AND ADMINISTRATIVE ASSISTANT (to the Senior Vice President)

The Port Authority of Jamaica wishes to recruit a LEGAL AND ADMINISTRATIVE ASSISTANT in the Legal, Regulatory and Corporate Affairs Department.

The Port Authority of Jamaica wishes to recruit a LEGAL AND ADMINISTRATIVE ASSISTANT in the Legal, Regulatory and Corporate Affairs Department.

SALARY SCALE: $6,641,033.65 - $7,609,552.15 per annum.

JOB SUMMARY:

This position is responsible for providing technical and administrative support to the Senior Vice President to ensure that administrative/operational functions of his/her office and the Legal Services Department are efficiently and effectively executed.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s Degree (preferably in Business Administration or related area); and
• At least five (5) years’ experience as a Legal Secretary; and
• Experience and/or training in implementing projects for the improvement of administrative systems/functions.

OR

• Bachelor of Laws and
• At least five (5) years’ experience as a Legal Secretary; and
• Experience and/or training in implementing projects for the improvement of administrative systems/functions.

Paralegal and/or Administrative Professional certification would be an asset.

DUTIES & RESPONSIBILITIES:

• Perform administrative tasks necessary for the smooth functioning of the SVP’s office and of the Department.
• Draft Standard Operating Procedures related to the functions of the desk.
• Maintain SVP’s appointment schedule by planning and scheduling meetings, conferences, and tele-conferences.
• Arrange the SVP’s travels (may include domestic and international travel) and submit any documentation necessary before or after such travel (e.g. expense reports).
• Review, respond to and prioritize correspondence and ensure that urgent correspondence is promptly brought to the attention of the SVP.
• Produce documentation by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Attend meetings as directed, prepare minutes, action items, etc. and follow up on the progress of completion of action items.
• Prepare condition precedents and request consents and approvals in relation to financing projects.
• Assist with the preparation of legal documents such as briefs, pleadings, population of template contracts etc.
• Prepare motor vehicle loan documents for staff and arrange for stamping and registering documents.
• Collect and analyse information including through interviews.
• Support Board and Board Committee meetings (of PAJ and/or its subsidiaries) by assisting in the preparation of materials and Minutes and following up on directives arising from the meetings.
• Type claim forms, plaint notes and other court documents in respect of claims brought by the PAJ.
• Oversee the management of the Department’s filing system (electronic and/or physical) and recommend and coordinate projects for the improvement thereof.
• Recommend and organise Departmental team building events.
• Assist in preparing the operational plan and budget and track the Department’s spending.
• Assist in preparing and thereafter monitor compliance with/implementation of Departmental Procurement Plan, Training Plan, Vacation Roster and Risk Matrix.
• Recommend and manage the implementation of projects for the continuous improvement of Departmental administrative functions and systems.
• Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.
• Maintain accurate records of all incoming and outgoing physical mail/documents, both internal and external.
• Maintain office supplies inventory by checking stock to determine inventory level, anticipate needed supplies, evaluate new office products, place, and expedite orders for supplies, verify receipt of supplies, coordinate the repair, maintenance and replacement of office equipment as necessary.
• Manage timely the purchase or renewal of subscriptions relied upon by the Department through the appropriate procurement channels.
• Coordinate the registration of Department staff for trainings, conferences etc. through the appropriate channels (e.g. the Human Resources Department of the PAJ).
• Prepare reports.
• Any other duties assigned.

If this opportunity interests you, and you meet all the above requirements, please submit your applications by 2024 December 11.

We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.