Administrator (GMG/AM 3)

Key Responsibility Areas:

Management/Administrative Responsibilities 

• Assists with the coordination and administrative preparation of the Branch Strategic Business and Operational Plans, Procurement Plans, Budget, and Cash Flows.
• Develops Individual work plan aligned to the Branch’s Operational Plan.
• Conducts staff appraisals for direct reports. 
• Monitors and follows up on action items for LICJ and its Advisory Board to ensure timely completion. 
• Maintains records management and other filing systems to support the Branch’s operations. 

Technical/Professional Responsibilities 

• Drafts and administers questionnaires and prepares resulting reports. Coordinates logistical and administrative arrangements for meetings, workshops, seminars, training sessions, forums, and related activities executed by the Branch.
• Prepares correspondence, reports, presentations, and other supporting materials/ documents for the Branch’s activities. 
• Assists with the procurement of goods and services. 
• Performs administrative and secretarial services to the Land Information Council of Jamaica, including: 
  • Scheduling LICJ and its sub-committee meetings; 
  • Preparing agendas; 
  • Preparing minutes of meetings for circulation; and 
  • Preparing briefs and reports for committee matters. 
• Responds to routine queries and requests from members of the LICJ, Government agencies, stakeholders, and the general public. 
• Maintains adequate levels of stationery and supplies for the Branch and its activities.
• Assists with the procurement of goods, services, equipment and supplies in collaboration with the Public Procurement Branch. 
• Maintains inventory records/registers for all goods, equipment and furniture in the Branch. 
• Prepares and maintains invoices, petty cash, expenditure statements, and related financial documentation. 
• Facilitates the processing of operational bills (e.g. utility, electrical etc.) generated.
• Ensures the cleanliness of office environment. 

Human Resource Responsibilities 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals, and initiates corrective actions when necessary. 
• Participates in the recruitment of staff and recommends transfers, promotions, terminations, and leave in accordance with established human resource policies and procedures. 
• Provides leadership and guidance to officers through effective planning, delegation, communication, training, mentoring, and coaching. 
• Facilitates the welfare and development of Staff in the Branch. 
• Establishes and maintains a system fostering a culture of teamwork, employee empowerment, and commitment. 
• Contributes to the development and implementation of a succession planning framework in collaboration with the HRM&D Branch. 

Required Knowledge, Skills and Competencies

Core 

• Excellent Oral and written communication skills 
• Excellent Interpersonal skills 
• Results and team oriented 
• Excellent Customer Relations skills 
• Integrity 
• Confidentiality 
• Initiative 
• Time Management Skills 

Technical 

• Excellent Planning and organizing skills 
• Data collection 
• Methodical 
• Understanding of GoJ office management procedures. 
• Working knowledge of basic procurement procedures and guidelines.
• Working knowledge of records and inventory management practices.
• Proficiency in the use of Microsoft Suite and other relevant computer applications. 

Minimum Required Education and Experience

• Associates Degree in Business Administration or any other relevant discipline; plus
• Successful completion of the Certificate Administrative Management (CAM), Level 2 at the Management Institute for National Development at (MIND); plus
• Three (3) years of related working experience in an Administrative Management position or any other related position. 

OR 

• Diploma in Business Administration or any other relevant discipline; plus
• Successful completion of the Certificate Administrative Management (CAM), Level 2 at the Management Institute for National Development at (MIND); plus
• Four (4) years of related working experience in an Administrative Management position or any other related position. 

Please note that only shortlisted applicants will be contacted.