Job Purpose
Under the general direction of the Permanent Secretary, and as one of the key advisors to the Permanent Secretary, the Chief Technical Director, Corporate Services, provides technical and advisory direction to the staff of the Ministry. The CTD is responsible for effective corporate services by planning, directing, coordinating, and overseeing the activities of Human Resource Management & Development, Procurement, Administration, Information Technology, Transportation Management, Customer Service, and Documentation Information and Access Services programmes. The incumbent is also accountable for the Ministry's leadership in strategic direction and evidence-based policy relating Corporate Services. Additionally, the CTD is responsible for ensuring that support services are appropriate, attracting qualified personnel, and offering guidance on procurement, corporate communications, public relations, asset management, organizational development, PMAS, access to information, transportation, and office services. The CTD will ensure that the strategic objectives are carried out in line with the goals of the Ministry.
Key Responsibilities
Management/Administrative:
Strategic Management
- Develops and monitors the implementation of the Corporate Service’s Corporate and Operational plans;
- Determines objectives and priorities within programmes for each Unit and provides co-ordination and integration of related policies and programme initiatives;
- Prepares and manages the Division’s annual budget in an efficient, effective and economical manner in accordance with the relevant legislations;
- Guides the development and review of a comprehensive Human Resource Management and Development (HRMD) strategy within the MSETT, its Agencies and Departments;
- Ensures the implementation of the Corporate Services strategy and policies within the framework of the Public Service Regulations, Staff Orders and other regulations, within the Ministry to:
- Support the recruitment, retention, welfare, training, development and performance assessment of staff, according to the guidelines of the Public Sector human resources policy and as stipulated in the Accountability Agreement between the Public Service Commission and the Permanent Secretary under Delegated Authority.
- Ensures that policy revisions are communicated, understood and reflected in the Corporate Service’s’ strategy;
- Ensures that operating procedures and manuals are developed and continuously up to date and in compliance with government regulations;
- Analyses trends and changes in global Human Resource Management and
- Development, Records Information Management, Information Technology and other management issues, and recommends their implementation/adoption, where necessary, to enhance/improve the quality of corporate services in the Ministry and its Departments and Agencies;
- Ensures the periodic review and analyses of the Ministry's structure and manpower needs, and make recommendations for adjustments, where necessary, to meet the changing requirements of corporate objectives, as indicated in the Ministry’s strategic planning process;
- Develops and implements Employee Relations initiatives and programmes that address the physical, emotional and psychological well-being of employees;
- Oversees and provides general guidance and advice to Senior Managers regarding the development/review of divisional structures, to assist in the process of effective Organizational Development;
- Provides advice and guidance for the Performance Management and Appraisal System (PMAS) for effective utilization and allocation of staff and maximum organization productivity;
- Oversees the design of work plans and programmes for the Corporate Services, and provides technical advice to MSETT's agencies on this initiative, ensuring staff is effectively utilized and productivity optimized;
- Oversees and ensures the delivery of corporate services to the Ministry and assigned entities in a manner that creates and enhances the credibility of the Division;
- Establishes and maintains systems/programmes to foster a culture of “service and team work” within the Corporate Services;
- Establishes and maintains effective relationships with management and staff to help gain confidence and co-operation in the delivery of human resource and other services;
- Establishes sub-committees/work groups to support the delivery of corporate services;
- Prepares and submits activity/performance, special and other reports as required;
- Ensures that measures are implemented to facilitate rigorous audit of each Unit’s role;
- Evaluates the effectiveness of each corporate service to give critical information for strategic management and implements methods to correct weaknesses;
- Represents the Ministry at meetings/conferences and other fora, and prepares reports as required.
Human Resource Management and Development
- Monitors the administration of policies and programmes ensuring consistency, equity and the maintenance of good HRMD practices;
- Ensures that human resource policies are documented, continuously up-dated, effectively communicated and easily accessible to staff;
- Co-ordinates the development and leads the implementation and administration of a performance management programme that facilitates fairness, transparency and objectivity with appropriate systems of rewards and sanctions;
- Oversees the effective administration of the promotion, retirement, training, discipline, leave, compensation, separation and transfer policies in keeping with government regulations;
- Provides leadership in the establishment of staff recreational activities and overseas the administration of staff welfare programmes ensuring effectiveness and equity;
- Develops and oversees the implementation of an effective recruitment and selection programme aimed at selecting and retaining competent and productive employees, in keeping with establish government guidelines;
- Oversees the development and implementation of a corporate training plan to meet the needs of the Ministry in achieving the strategic goals and objectives;
- Provides leadership and guidance in the development, implementation and maintenance of a succession planning programme to ensure continuity of skills and competencies in the Ministry and its agencies, including personnel development and career advancement of employees;
- Establishes an employee development programme which provides opportunities for maximizing the potential of employees and identifying career development options;
- Directs and guides the development of the Ministry’s training and development policies, manuals, handbooks and other related information guidelines;
- Directs the development and implementation of training programmes and initiatives that support the strategic objectives of the Division and the Ministry;
- Oversees the assessment of the effects of training and development programmes on the achievement of the Ministry’s strategic objectives;
- Ensures that staff is properly oriented and socialized into the culture of the organization;
- Provides guidance to staff in the Division through coaching, mentoring, training, and relevant assistance and support as needed;
- Develops a framework for the execution of a modernisation agenda in the MSETT and its agencies, consistent with model approaches recommended by Cabinet Office and other best practices;
- Ensures the implementation of a PMAS in MSETT and its agencies by providing leadership and guidance to facilitate effective and efficient implementation of all facets of the initiative;
- Ensures connection/correlation between the Ministry’s performance management systems and employee performance management systems with a view to promote and facilitate a performance culture;
- Advises Divisional Heads, Managers and general staff on PMAS related matters;
- Oversees the development and implementation of PMAS resources (manuals, templates, policies and procedures) for the Ministry and its portfolio entities;
- Manages the PMAS recognition and rewards system;
- Provides the technical inputs to an agenda for business process re-engineering and general modernisation initiatives in MSETT and its agencies;
- Implements and monitor transition processes/programmes within the Ministry to ensure that reorganization is in keeping with GOJ policies.
- Ensures the periodic review and analyses of the Ministry's structure and manpower needs and make recommendations for adjustments where necessary to meet the changing requirements of corporate objectives as indicated in the Ministry’s strategic planning process;
- Oversees and provides general guidance and advice to Senior Managers regarding the development/review of divisional structures to assist in the process of effective Organizational Development;
- Supports the Ministry’s change management processes with a view to increase its efficiency and effectiveness;
- Directs the development and review of all Ministry restructuring and reorganization proposals;
- Conduct job audits and diagnostics reviews;
- Develops and implements a succession planning programme for the Ministry, in collaboration with managers;
- Develops and oversees the implementation of strategic plans/programmes to promote a healthy and proactive industrial relations climate and ensure the timely implementation of industrial relations decisions;
- Develops and implements Employee Relations initiatives and programmes that address the physical, emotional and psychological well-being of employees;
- Provides advice and guidance to Directors and line managers of related agencies and department in handling industrial relations issues;
- Oversees the administration of the discipline and grievance procedures ensuring consistency and fairness and promotes a harmonious and productive work environment;
- Establishes and maintains an effective and harmonious relationship with Trade Unions and staff associations representing employees within the ministry and assigned entities;
- Manages/ensures that the welfare and development needs of direct reports and staff in the Division are identified and addressed through effective performance management, training and development;
- Provides leadership and guidance to direct reports and other staff through effective objective setting, delegation, coaching, mentoring and communication;
- Ensures that the Division’s staff has sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively;
- Develops and manages the performance of direct reports and other staff in relation to work plans in the Division by conducting periodic performance appraisals and recommending training or initiates corrective actions where necessary to improve performance.
Corporate Communications and Public Relations
- Leads and oversees the development of the Ministry’s Corporate Communication Plan and strategy;
- Ensures that appropriate communication and knowledge management systems are in place to facilitate the dissemination of accurate and timely information within the Ministry, to its associated Agencies and to the media/general public;
- Monitors and ensures there is media coverage and exposure for the activities of the Ministry;
- Monitors and ensures that speeches, messages, website content, news releases and other information products are prepared and disseminated in a timely manner.
Customer Service
- Leads and oversees the development of the Ministry’s Customer Service Improvement Plan and strategies;
- Supports the certification of MSETT in ISO 9001:2015;
- Monitors the development and implementation of a robust Customer Complaints Management System to resolve customer complaints.
Office Administration /Procurement/Inventory and Property Management
- Leads the development and oversees the implementation of administrative policies and procedures in-keeping with Government guidelines and regulations;
- Ensures that submissions to the Procurement Committee conform to the approved policies and procedures and ensures that the Permanent Secretary is advised of the decisions of the Committee;
- Monitors procurement of equipment and general supplies to ensure adherence with quality requirements, financial guidelines/regulations and GoJ procurement guidelines;
- Oversees the implementation of the procurement policies and procedures, which fosters cost savings and value for money;
- Oversees the preparation of procurement contracts;
- Ensures the maintenance of an inventory management system and the establishment of a preventative maintenance programme for the Ministries’ motor vehicles, furniture and equipment;
- Guides the development of a safety and security programme, including disaster preparedness plan to protect the ministry’s human resources, physical and other assets;
- Ensures the availability of adequate ancillary support service, including janitorial, messenger and transportation services;
- Oversees and manages all contracts for service within the Ministry, including security, janitorial, and female hygiene, ensuring that these services are effectively delivered, contracts are properly executed, and compliance with legal and regulatory requirements is maintained;
- Manages lease agreement with tenants at 36 Trafalgar Road and the lease agreement with the Jamaica Public Service (JPS) Company Limited at 113 Washington Boulevard;
- Collaborates with internal stakeholders, external vendors and security personnel, to ensure the highest level of security is maintained;
- Reviews security procedures and ensures security measures are in place for the protection of staff and property during and after working hours as appropriate;
- Oversees the facilities management for all properties occupied by the Ministry (Trafalgar, 138 H Maxfield Avenue, 145 Maxfield Avenue and 113 Washington Boulevard);
- Oversees projects for major refurbishing and/or repairs of office space, furniture and equipment and other assets;
- Ensures the implementation of effective equipment maintenance programme, ensuring they are kept in good working condition and avoid/minimize incidence of downtime;
- Develops Framework Agreements for service contracts as needed;
- Ensures execution of service contracts for the facilities;
- Oversees the preservation and maintenance of a clean and attractive environment, conducive to achieving the highest level of efficiency and effectiveness.
Documentation, Information and Access Services
- Oversees the implementation of the Records and Information Management (RIM) Programme;
- Ensures the effective administration of the Access to Information Act by:
- Overseeing the provision of public access to records/information in keeping with the legislative requirements;
- Participates in the development/establishment of appropriate policies, standards and general procedures in relation to review, appraisal, retention, tracking and retrieval of records;
- Establishes mechanisms for performance measurement with respect to the Records Management System (s) to identify whether or not the information is being managed efficiently and cost effective;
- Oversees the establishment of systems and procedures to effectively manage the Registry and the maintenance of efficient records management system;
- Ensures that the library is adequately equipped and is user friendly and accessible to the general public.
Information Technology
- To oversee the provision of Information Technology Systems to transform and modernize the operations of the Ministry;
- Ensures the development and implementation of an Information Systems strategy for the Ministry;
- Promotes the use of Information Technology as an agent to transform and modernize the Ministry’s operations and strategies;
- Ensures the design and development of new enabling technologies to support key initiatives that cut across the Ministry and its Departments.
Policy Advice
- Assumes responsibilities as a member of the executive body of the Ministry for providing leadership and assisting to guide the strategic direction and overall achievements of its policy agenda and the development of Corporate Services;
- Provides policy interpretation, guidance/advice to the Permanent Secretary and Unit and Division Managers/Directors to ensure effective co-ordination of the ministry’s functions and compliance with/adherence to existing Public Service regulations/policies;
- Oversees the development and implementation of modernized corporate policies and services and ensures that they remain responsive to the changing needs and requirements of the Ministry;
- Improves efficiency and ensures cost reduction by initiating innovation and or changes in internal management approaches, practices, systems, procedures and policies;
- Encourage compliance by sharing policy/procedural changes and other relevant issues with staff;
- Attends Public Accounts Committee meetings and budget debates at the Ministry of Finance and other relevant events/meetings when required;
- Provides leadership and advise on the Human Resource Executive Committee in relation to the delegated functions of the Ministry.
Other
- Leads/participates in cross-functional groups/teams as required;
- Establishes and maintains a network of Human Resource Management and Administration practitioners in the Public and Private sectors as a means of information sharing and professional development;
- Visits offices or entities (that are located off the main Ministry compound), periodically to ensure that Corporate Services policies and practices are adhered to;
- Provides guidance to the Ministry’s reporting agencies/entities/departments on Human Resource Management and Administration related matters;
- Sits on Human Resource Executive Committees and other committees as required/directed;
- Recommends the budgetary requirement for the Corporate Services Division;
- Oversees the expenditure from the approved budgetary allocation;
- Approves payment vouchers for goods and services and sign cheques and financial letters on behalf of the Ministry.
- Performs other related duties that may from time to time be assigned;
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Customer and quality focus
- Teamwork and co-operation
- Integrity
- Compliance
- Good interpersonal skills
- Change management
- Strategic vision
- Good analytical thinking skills
- Good problem solving and decision making skills
- Impact and influence
- Initiative
- Good planning and organizing skills
- Goal/result oriented
- Good leadership skills
Technical:
- Use of technology (relevant computer applications)
- Excellent knowledge of Government Administration Systems, Corporate Planning, Labour Laws and Industrial Relations Practices, Staff Orders, Public Service Regulations, Access to Information, Procurement Guidelines and other policies that governs HRM and Administration.
- Strong consultative competencies in guiding communication approaches in support of executive leaders and business strategy.
- Excellent human resource management skills.
- Ability to analyze and interpret financial and other corporate information for decision making.
- Ability to exercise sound judgement and convictions of purpose in unfavourable or unpopular situations.
- Ability to prioritize amongst conflicting demands and make rational decisions based on sound understanding of the facts in limited time.
- Excellent knowledge and understanding of corporate functions and their potential strategic contribution.
- Ability to manage limited resources in order to achieve challenging output targets.
Minimum Required Qualification and Experience
- Postgraduate Degree in Business Administration or Public Administration or comparable qualifications in the Social Sciences, from an accredited tertiary institution.
- At least eight (8) years’ experience in general management, five (5) of which should be at a senior level preferably in the public sector, or in an organisation of similar size and complexity.
- Demonstrated experience in managing Corporate Services functions and responsibilities of an Organization.
Special Conditions Associated with the Job
- Extended hours may be required to meet project deadlines.
- Physically able to participate in training sessions, presentations, and meetings.
- Ability to travel overseas and locally on work related business.
- Ability to work under pressure and with minimum supervision.
Please note that only shortlisted applicants will be contacted.
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