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Projects Assistant: Admin and Operations

Kingston, Jamaica

Job Type


Start Date

July 2023

Expected Duration

9 months


$120,000 - $125,000.00 per month

About JYAN

The Jamaica Youth Advocacy Network (JYAN) is an independent, youth-led, non-governmental organization (NGO) dedicated to youth development and human rights advocacy.  JYAN is supported by youth values and seeks to develop, empower, and sustain a cadre of youth advocates to lobby for change on behalf of young people by promoting positive behaviours, teaching techniques of positive advocacy, contributing to policies affecting them and building their capacity in Jamaica, the Caribbean and beyond.

About the Role

The key purpose of this position is to support the team by performing administrative and operational duties as required and providing direct assistance to the Programmes/Finance Coordinator.

The tasks and responsibilities associated with this post include but are not limited to:

  • Carry out secretarial and administrative duties for the organization.

  • Plan and schedule meetings and appointments, both internally and externally.

  • Maintain and organize records and files, both electronic and hard copy.

  • Maintain the accurate keeping of files for all projects and major activities.

  • Maintain and update the database of all invoices and cheques requisitions

  • Prepare/review/edit/dispatch correspondence, reports, presentations and documents.

  • Prepare payment vouchers, minutes of meetings, letters to stakeholders, and any other documents as directed.

  • Assist in planning, arranging and attending any designated meeting, and record and prepare minutes of meetings, when instructed.

  • Perform general clerical duties including photocopying, scanning and arranging mailing and deliveries.

  • Screen, sort and distribute incoming correspondence, both physically and electronically.

  • Ensure procurement of office supplies, stationery and other necessities

  • Support the procurement of goods and services needed to carry out programmatic activities (such as venue and refreshments,  contractors, external printing, third-party transportation, etc).

  • Build relationships with suppliers of goods and services.

  • Monitor the organization’s main phone line, accepting and returning calls, and responding to WhatsApp messages, as required.

  • Support the monitoring of our social media pages, primarily Instagram and Twitter, by responding to direct messages, sending out posts as needed and directing queries where appropriate.

  • Support the Policy and Advocacy Coordinator in overseeing the Advocacy Council and executing youth engagement activities.

  • Support the Executive Director and Programmes team in Grant proposal writing.



  • An Associate Degree in Public Administration, Business Administration or a related field, is an asset. No hands-on experience is required but would be considered an asset.

Required Skills and Experience

  • Excellent communication, both written and verbal

  • Good interpersonal skills and the ability to communicate clearly and effectively at all levels

  • Excellent typing and speed writing skills

  • Proficient at recording and preparing minutes of meetings.

  • Highly organized and resourceful

  • Ability to prioritize projects and strong problem-solving skills.

  • Proficient in information gathering and information monitoring

  • Proficient in MS Office and knowledge of other relevant software

Other Desirable Skills

  • Experience with social media programmes

  • Experience with Accounting Software (Quickbooks)

  • Knowledge of the operation of standard office equipment (printer/scanner/copier, projector)

  • Knowledge of clerical and administrative procedures and systems such as filing and record-keeping

  • Knowledge of principles and practices of basic office management

  • Knowledge of procurement policies and regulations

How to Apply

Interested applicants are invited to submit to (attention Executive Director) the following:

  • Curriculum Vitae/Resume

  • Letter of Interest which must highlight at least two specific skills you will bring to the organization in this post and examples of when these were used.

Deadline: Monday, June 19, 2023


This job description intends to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. The selected candidate may be requested to perform other job-related tasks other than those specifically listed in this specification.

JYAN is an equal-opportunity employer and does not discriminate based on race, class, gender, religion, physical ability or sexual orientation. Young people are especially encouraged to apply for this role.

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