Malicia Malcolm Douce, MBA, BSc.

Experience

• 

  Ministry of National Security, Jamaica

  Feb 2014 - Apr 2014

  Administrative Manager (Act’g.)

  • Planned, organized and supervised the work of direct reports, including assisting in the creation of the Staff Work Plans • Liaised with the Protective Security Unit regarding employee identification/access cards • Co-ordinated meetings as required and oversee the preparation of meeting room • Liaised with the Finance and Planning Unit on matters relating to the Unit’s Closed User Group • Requested, received and submitted to the Procurement Unit the proforma invoices in relation to goods and services• Updated staff files and respond to correspondence as necessary • Supervised the Administrative Staff assigned the Unit Show less

• 

  Ministry of National Security

  Jul 2014 - Jul 2015

  • Attend general staff meetings on a monthly basis; takes, reproduce and distributes Minutes • Assist with monitoring incoming calls and attending to matters accordingly • Assist with the preparation of in-house training, retreats, workshops etc• Arrange meetings/seminars/workshops and ensure that recordings of the proceedings are done• Maintain an effective filing system that allows security, confidentiality and speedy retrieval of documents/information in accordance with established standards • Perform any other related duties as instructed by the Administrative Manager Show less • Scheduled the engagements and appointments for the Permanent Secretary as directed • Scheduled and co-ordinated internal and external meetings on behalf of the Permanent Secretary • Ensured that the Minister is provided with the required reports on time for meetings • Assisted with the preparation of the Minister’s overseas travel which include: liaising with senior members of staff, consulting with the Ministry of Foreign Affairs and Foreign Trade, preparing and co-coordinating briefs, speeches and statements for conferences if necessary, ensuring that arrangements for travel and accommodation are finalized• Received incoming mails and submit to the Minister Show less • Provided the necessary administrative support to ensure effective management of the Corporate Services Division• Received and screened incoming telephone calls to the Head, Corporate Services, providing friendly and professional greeting, taking messages as appropriate and eliciting necessary information to allow timely and accurate responses • Opened, sorted, and distributed incoming correspondence, including email• Monitored matters that have been passed to directors for action, ensuring that they are pursued to finality, and update Head, Corporate Services of the results • Liaised with staff in Ministries, Departments and Agencies (MDAs) to arrange meetings on behalf of the Head, Corporate Services • Maintained records of all deadlines that have to be met, bringing them to the attention of the Head, Corporate Services and interfacing with the Officers and Departments concerned, to ensure that the deadlines are observed Show less

  • Administrative Assistant

    Aug 2008 - Jul 2015

  • Executive Secretary (Act'g.) - Hon Minister's and the Permanent Secretary's Office

    Oct 2014 - Mar 2015

  • Administrator, Head Corporate Services Directorate

    Jul 2014 - Sept 2014
• 

  Jamaica Private Power Company Ltd

  Jul 2015 - Nov 2015

  Executive Administrative Assistant

  • Represented the head of the organisation by welcoming visitors, reviewing correspondence; arranging social events and other corporate functions; answering questions and meeting requests directed to the head of the organisation.• Managed the executive office including managing all types of communication, managing records and office supplies• Arranged corporate travel and meetings by developing itineraries and agendas; arranging transportation, lodging and meeting accommodations.• Completed projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. Show less

• 

  Ibex Global Jamaica

  Oct 2016 - Mar 2017

  Customer Service Representative

  • Respond to customers calls and queries about their products purchased • Transfer calls as requested and as needed according to the related issues • Follow up with customers on orders that are delayed • Provide customers with the best possible options for their issues

• 

  The Mico University College

  Mar 2017 - Jan 2020

  Executive Assistant

  • Manage the executive office, greet visitors, respond to queries and manage the President’s calendar • Conduct research and provide reports • Write memos, letters, speeches etc• Handle confidential documents, bringing them to the attention of the President for necessary action

• 

  Ministry of National Security Jamaica

  Dec 2020 - May 2021

  Property Administrator

  • Prepared memos and letters as information are provided and as instructed by the CTD• Logged incoming and outgoing files/documents • Filed documents according to date order and on their respective files, created files and updated the filing list• Arranged meetings to include inviting guests, reserving venues and providing equipment needed for meetings • Requested stationery supplies for the officeAccomplishments: • Assisted with first drafting the Ethical Guidelines and Standard Operating Procedures for the Security Technical and Project Management Branch• Assisted with monitoring projects under audit review and those with major issues • Provide chronology of events for projects with issues for presentation to the Permanent Secretary Show less

• 

  Ministry of National Security Jamaica

  Sept 2021 - Sept 2022

  • Prepared memos and letters as information are provided and as instructed by the CTD• Logged incoming and outgoing files/documents • Filed documents according to date order and on their respective files, created files and updated the filing list• Arranged meetings to include inviting guests, reserving venues and providing equipment needed for meetings • Requested stationery supplies for the officeAccomplishments: • Assisted with the preparation of the Ethical Guidelines and Standard Operating Procedures for the Security Technical Services and Project Management Branch • Coordinated the Operational Plans for each Branch and making sure that they were in conjunction with the Strategic Business Plan. • Completed a monitoring framework for the Division which assisted with tracking action items and holding Branches accountable for work to be done Show less

  • Executive Secretary

    Sept 2020 - Sept 2022

  • Enterprise Risk Management Analyst

    Sept 2021 - Jan 2022
• 

  Houses of Parliament

  Sept 2022 - now

  Executive Assistant

  • Under the direction of the Clerk to the Houses, ensure that all administrative matters for the Office of the Clerk to the Houses are administered effectively and make recommendations for improvements as may be required• Attend meetings of the House of Representatives and Senate to note matters for follow-up action by the Clerk to the Houses• Record action items of meetings held by the Clerk to the Houses • Assist with the co-ordination of senior, other management team and general staff meetings• Provide reports of international conferences attended by the Clerk to the Houses • Work closely with the Executive Secretary to ensure duties assigned are being carried out in support of the Office of the Clerk to the Houses Show less