Assistant Management and Operations Analyst (GMG/SEG 2)

JOB PURPOSE

To assist with the revision, development and implementation of transparent, defensible and coherent classification instruments and job standards, through assisting the processes of conducting constant occupational studies, best practice research and regional/international benchmarking. This effort responds to the classification needs of MDAs, such as the identification of new occupational groups and the analysis of problems and trends affecting existing occupational groups in the Public Service. The standards developed and implemented are recognized as the official documents used for classifying positions in the Public Service. 

KEY RESPONSIBILITIES:

• Primary and secondary data collected and presented; 
• Qualitative and quantitative research designed; 
• Produce accurate audit reports; 
• Preparation and collation of essential documents for organisational and procedural studies; 
• Preparation of accurate classification schedule and other relevant documentation; 
• Logistics in place for presentation seminars/workshop; 
• Proper storage and retrieval of supporting documentation manually and electronically; 

DUTIES AND RESPONSIBILITIES

Technical: 

• Provides technical support to a team of Management and Operations Analysts to enhance efficiency and effectiveness; 
• Prepares organizational re-engineered process flow charts in consultation with Management and Operations Analysts; 
• Assists with the review of interview notes to identify gaps and prepare final documents; 
• Finalizes organizational and procedural reports and ensures that copies are forwarded to the relevant parties;
• Co-ordinates the logistical arrangements for workshops and seminars;
• Ensures that all relevant documents are affixed to organizational and procedural reports; 
• Conducts Job Analysis and Job/desk Audits; 
• Prepares Organizational Charts; 
• Participates in Job Evaluation exercise; 
• Conducts interviews; 
• Conducts qualitative and quantitative research; 
• Prepares classification schedule and ensures that copies are sent to the relevant parties; 
• Organizes and assists with PowerPoint presentations; 
• Prepares and issues formal response to client in relation to classification schedule; 
• Conducts research and forwards relevant data and information to client;
• Organizes data and information to ensure that they are easily accessible;
• Obtains from clients costing schedule of various assignments; 
• Co-ordinates the logistics and prepares meeting areas; 
• Ensures that documents are properly filed and easily retrieved. 

Records Management 

• Maintains data standards and quality assures information contained in database and library 
• Assists with resolution of problems related to data collection, storage and retrieval. 

Administrative 

• Organizes meetings hosted by the Unit and receives visitors as required;
• Prepares agenda for Unit related meetings and organize relevant information and documents; takes minutes at Unit related meetings and reproduces and distributes them in accordance with established guidelines; 
• Operates office equipment such as photocopier and fax machine in support of the work of the Unit; 
• Identifies and resolves minor administrative problems and situations that affect the efficient administration of the unit. 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of standard development principles and processes as applied to public sector institutions. 
• Understanding of standard development policies, procedures and systems.
• Communication, analytical and interpersonal skills necessary to conduct job analysis, gather and analyze quantitative and qualitative data from a variety of sources. 
• Ability to communicate effectively both orally and in writing.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE:

• Bachelor’s Degree in Public Administration/Business Administration or Information Technology; 
• Three (3) years’ experience in a relevant Management Analysis environment. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be required to travel to collect data and verify findings 
• May have to travel both locally and overseas 
• May be required to work extended hours.

Please note that only short-listed applicants will be contacted