Administrative Officer

Purpose of Position

To provide efficient administrative support to the Financial Controller and the accounting team by maintaining accurate financial records, processing transactions, preparing reports, and coordinating routine accounts-related activities to support the smooth and effective operation of the business. 

Key Responsibilities

• Provide administrative support to the Financial Controller and Accounts Department for the Jamaica office.
• Effective management of the FC’s schedule, and electronic calendar.
• Ensure the completion and dispatch of the accountant’s checklist for all companies within the GKMS Group to GKFG monthly. 
• Ensure the proper administration of the insurance process for GKMS Head Office assets and maintain accurate log of pre-funded agent coverage.
• Serves as contact between GKMS, internal and external auditors and Government officials during their visits and examinations.
• Monitor and maintain petty cash float.
• Perform general administrative duties including preparation of correspondences, monthly reports etc for the Accounts management team.
• Coordinate the logistics of meetings including weekly supervisor meetings and quarterly department meetings.  This includes attending meetings and recording minutes and prepare distribution to attendees.
• Monitor the schedule of audit items for Internal and External audits relating to the Accounts Department for all GKMS companies to ensure that implementation deadlines are met and there are no past due items for the departments.
• Coordinate all procurement and payment related activities for the Accounts Department, including supplier engagement, purchasing, invoice processing and payment tracking.

Required Qualification, Experience, Knowledge

• BSc. in Management Studies / Administrative Management
• Excellent working knowledge of MS Office Suite (Word, Excel, Powerpoint, Outlook) and Visio
• Minimum  of two (2) years working experience in a similar capacity
• Familiarity with using computer based accounting systems
• Sound technical skills, analytical ability and good judgment
• Strong sense of confidentiality and objectivity.
• Excellent interpersonal and communication skills and the ability to work effectively with others.

GraceKennedy's Competencies

GraceKennedy embraces six key competencies that all employees, regardless of level, should master and demonstrate across the organization. These are:
•    Results Oriented
•    Digitally Savvy
•    Collaborative
•    Engaging & Inspiring
•    Diversity-Embracing
•    GK Values-Driven