We offer

The post of Office Support Agent (Local Agent Group 4) in the Delegation’s Administration Section. The team consists of 11 people and there are occasional atypical working hours.

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of the Administration Section, providing support, expertise and assistance in mainly administrative issues.

The following main tasks and duties are currently required: 

• register incoming and outgoing mail of the Delegation into Ares and ensure follow-up
• receive, inspect, record, forward mail, courier deliveries, packages in agreement with Security and other internal guidelines
• record and scan documents within guidelines that will be provided
• keep records, file, open new binders and archive in keeping with the filing plan and guidelines provided by the Document Management Officer
• act as the first point of contact of the Delegation, maintaining his/ her presence in the receptionist office, performing the related tasks in a swift, calm, efficient and always courteous, pleasant way so as to project a professional and pleasant image
• keep the reception area tidy and organized
• answer visitor inquiries; connect visitors with the correct escorting staff member
• stamp and register invoices, add supporting documents to invoices and pass the invoices with attachments to the operational initiating agents
• answer the switchboard, passing telephone calls, filtering calls and taking messages, responding to general inquiries and managing the e-mail exchange and calendars
• liaise with suppliers and third parties for pickups of documents at the office
• report and deal with any equipment issues that might disturb optimal service
• act as an interface with drivers according to the needs of the Delegation
• request and organise official car rides by making use of the ad hoc software packages, co-ordinating timely pickups, deliveries and rides with the drivers. Order taxis as instructed
• make travel arrangements and hotel reservations
• maintain records of the suppliers, and internal records (lists, directories, supplier lists, etc.)
• manage the stock of office supplies
• deputise for other staff in the Section and perform any task assigned by the Head of Delegation, Head of Section or their deputies.

The base salary will depend on relevant and verified employment experience, typically starting from 149,688.00 JMD (gross). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be 1 February 2025. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• High School education or equivalent studies from a recognised institution
• At least one year of relevant working experience in a position with a similar scope
• Excellent knowledge of English (C2)
• Good knowledge of Microsoft Office
• Right to reside and work in Jamaica

Assets / selection criteria (basis for awarding points to select the best applicant)

• Secretarial studies
• More than one year of working experience in a position with a similar scope
• Exposure to basic accounting and/or purchasing practice
• Experience working in a Diplomatic Mission or International Organisation
• Knowledge of other EU languages, especially French