STRATEGIC OBJECTIVE

1.   Provide farmers with a comprehensive and efficient extension service that fully utilises ICT technology to support, modernise and increase agricultural production, productivity and farmer income; 
2.   Promote the diversification of agriculture, and improved post harvest handling, agro-processing and livestock production to increase the value of agriculture to the national economy, thereby also improving the standard of living of farm families;
3.   Supply farmers, processors and marketers with real time market intelligence, to enhance incomes by reducing surpluses or shortages; 
4.   Maintain an up to date farmer registration database, giving full details of type of cropping patterns, type of livestock production, location and size of holdings;
5.   Promoting land husbandry practices which preserve the natural resource base and discourage farming practices which lead to environmental degradation, particularly in critical watersheds;
6.   Ensure that plant and animal, health and safety standards are maintained by educating farmers, thereby ensuring national and international confidence in Jamaican agricultural products;
7.   Encourage farming communities through group activities to improve family health and nutrition, reinforce social cohesion and supplement household income through the development and marketing of new agro processed products;
8.   Implement national policy initiatives for food security, rural and national economic development; whilst fostering linkages with international donors, NGO’s and CBO’s and other relevant agencies; 
     9.     Implement appropriate disaster mitigation measures, ensuring a high level of preparedness within farming communities, effectively carrying out damage surveys and developing appropriate strategies to restore productivity once the event has taken place;
    10.   Attract more young people into agriculture by establishing and strengthening linkages with school garden programmes and the 4 H movement;
    11.    Develop a human resource capability aligned with the overall mission of the Authority which will ensure officers have a clear career development path and are regularly trained and updated in the latest technologies; 
    12.    Maintain a high level of corporate governance accountability and transparency by ensuring that all financial management, accounting, procurement, monitoring and evaluation systems satisfy the legal and managerial requirements of a Statutory body which is moving towards an effective, performance based, executive agency.

JOB PURPOSE: 
 

• Under the direction of the Supervisor, the Senior Secretary is responsible for providing secretarial and stenographic services to facilitate the efficient and effective operation of the Division.

KEY OUTPUTS:

• Letters, memoranda, documents,  reports produced
• Appointments/meetings scheduled and diary maintained
• Meetings attended and minutes produced
• Incoming mails recorded and distributed
• Filing System maintained
• Documents faxed/photocopied
• Telephone calls answered and messages recorded
• Visitors received and directed
• E-mails downloaded and sent
• Stationery supplies maintained

KEY RESPONSIBILITY AREAS

• Records letters, memoranda, minutes of meetings in shorthand; uses a personal computer to transcribe same in a suitable typewritten form.
•  Types reports, letters, memoranda and other documents from dictation or written drafts; proof reads written work before submission to Supervisor.
• Maintains the Director’s diary and schedules appointments and meetings based on knowledge of the Director’s commitments.
• Attends meetings hosted by the Director; records and reproduces minutes for circulation.
• Receives, opens, records and distributes incoming mail.
• Files correspondence and other material and maintains a record of the movement of files
• Faxes/photocopies documents as is required.
• Answers the telephone and transfers callers to supervisor or most appropriate officer; provides callers with routine information or records messages as is necessary.
• Greets and screens visitors; refers them to supervisor, provides them with routine information about the Authority or direct them to the relevant officers or office.
• Accesses and sends e-mails via internet.
• Maintains stationery supplies.

AUTHORITY 

Determines which callers/visitors to refer to supervisor

PERFORMANCE STANDARDS

• Letters, memoranda, documents and reports produced accurately and within agreed time frame
• Appointments scheduled and diary maintained in consultation with Supervisor
• Meetings attended and minutes produced accurately, in acceptable format and within agreed time frame.
• Incoming mails recorded accurately and distributed promptly
• Filing system maintained in accordance with established guidelines
• Confidentiality and integrity exercised at all times
• Documents photocopied and faxed within agreed time frame
• Telephone answered promptly and politely
• Visitors received courteously
• E-mail downloaded and forwarded as established
• Adequate supply of stationery at all times

INTERNAL AND EXTERNAL CONTACTS

Internal

External

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

Typical office environment

REQUIRED COMPETENCIES

Technical/Functional Competencies

• Good secretarial skills
• Proficiency in shorthand at a speed of 100-120 w.p.m.
• Proficiency in typewriting at a speed of 50-55 w.p.m.
• Proficient in the use of relevant Software Applications

Core Competencies

• Knowledge of Government’s procedures
• Team building capacity
• Excellent  interpersonal skills and customer relations
• Excellent  communication skills
• Good time management skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Two subjects at CXC or GCE O’ Level  including English Language with proficiency in type writing at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; successful completion of the prescribed   secretarial course  at the Management Institute for National Development (MIND)

OR

• Graduation from an accredited Secretarial School with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in word processing applications and English Language at CXC or GCE O’ Level.
• 4-5 years general office experience.