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Director, Administration (GMG/SEG 2)

Date Posted
16th May 2017
Reference
VAC-25795
Sector
Government & Public Sector, Management
Job Type
Not Vacant
Location
Kingston
Salary
Not Disclosed

Job Summary

The incumbent ensures the efficient management of office services within the Ministry and that transport and general office infrastructures are optimally utilized in keeping with stipulated Guidelines and Regulations.

Job Description

Key Responsibilities

Management/Administrative:

  • Provides strategic leadership and direction towards the co-ordinated development of the responsibilities under portfolio namely; Transport Management, Office Management, Inventory, and Customer Service;
  • Supports the Senior Director, Corporate Services in the execution of his/her responsibilities for administration, and asset management activities in order to achieve the objectives of the Ministry;
  • Assists  in  developing  and  monitoring  the  implementation  of  the  Division’s  Corporate  and Operational Plans;
  • Contributes to the preparation and management of the Division’s annual budget and makes adjustments/recommendations where necessary to avoid overruns or underutilization;
  • Ensures the development/review and implementation of operational systems and procedures to guide the delivery of services for administration and assets by the respective Units within the span of control;
  • Oversees the design of Work Plans and programmes for the Branch, ensuring that staff members are effectively utilized and productivity of the Branch optimized;
  • Keeps abreast of trends and changes in operations management and service delivery and recommends/implements changes where necessary to improve the service quality and productivity of the Branch, and to reduce waste in the organization;
  • Collaborates with the Procurement Officer and other personnel to ensure effective internal control systems are in place as specified in the Financial Administration and Audit (FAA) Act, Government of Jamamica Procurement Guidelines, the Public Bodies Management Act and various policy circulars that are issued from time to time;
  • Represents the Division at meetings, conferences and other functions as directed;
  • Provides expert advice, briefings and support to the Senior Director, Corporate Services and the Permanent Secretary on matters relating to the work of the Branch.

 

Technical:

  • Designs and ensures the implementation of a Disaster Management Plan for the properties under the span of control;
  • Develops appropriate framework agreements for service contracts as needed;
  • Examines existing office accommodations to determine whether they meet the operational requirement of the programme management;
  • Monitors expenditure against budget, giving priority to inescapable items and contractual obligations;
  • Provides expert advice, briefings and support to the Senior Director, Corporate Services and the Permanent Secretary on matters relating to asset management, security and disaster preparedness;
  • Examines and certifies payments generated for goods and/or services (at certain limit), being concerned with the authenticity of the bills ensuring that the payments fall within the limits of the budgetary allocation and also that value for money is received;
  • Liaises with suppliers in resolving discrepancies on a timely basis;
  • Ensures the Ministry’s motor vehicle fleet is managed in accordance with the Government of
  • Jamaica Motor Vehicle Policy;
  • Develops and ensures the implementation of energy conservation strategies and initiatives throughout the MSET and other premises within the span of control to contain consumption and hence realize savings;
  • Ensures the provisions of adequate amenities/facilities such as light power, air-conditioning, plumbing, telephones, equipment and domestic office supplies;
  • Manages projects for major refurbishing and/or repairs of office space, furniture and equipment;
  • Ensures the implementation of effective equipment maintenance programme ensuring they are kept in good working condition and avoid/minimize incidence of downtime;
  • Develops and manages an effective asset management programme inclusive of reviewing valuation and insurance of the MSET’s assets to ensure they are in keeping with the Government of Jamaica policies/guidelines;
  • Reviews the ongoing development of the inventory system for the control and monitoring of inventory items;
  • Investigates and responds to audit queries emanating from the Internal Audit Division and the Auditor General’s Department on matters involving activities of the Administration Branch; Assists in the execution of service contracts for the facilities.

 

Human Resource:

  • Recommends training for staff in Asset Management and other pertinent aspects of the job;
  • Manages the welfare and development of staff in the Branch through the preparation of performance appraisals and recommendation of required training and development programmes;
  • Provides leadership to staff through effective objective setting, delegation and communication;
  • Conducts periodic review of supervisees in accordance with Work Plans;
  • Develops and manages the performance of staff in the Branch with particular emphasis on transferable skills, motivates staff, sets performance targets, monitors performance, provides feedback and recommends training;
  • Ensures that staff is aware of and adhere to the policies, procedures and regulations of the Division and the MSET in relation to Asset Management, Transportation, Security and Disaster Preparedness arrangements;
  • Ensures that the welfare of staff is clearly identified and addressed;
  • Provides guidance to staff through coaching, mentoring and training, providing assistance and support as needed;
  • Recommends vacation leave, staffing arrangements and disciplinary action for staff in the Branch in keeping with established human resource policies;
  • Performs other duties as prescribed by the Senior Director, Corporate Services and Permanent Secretary.

 

Required Knowledge, Skills and Competencies

Core:

  • Excellent oral and written communication skills
  • Customer and quality focus
  • Teamwork and cooperation
  • Integrity and Compliance
  • Interpersonal Skills
  • Change Management

 

Functional:

  • Excellent knowledge of Government Motor Vehicle and Procurement Policy
  • Good knowledge of relevant Inventory Management System (IMS)
  • Good knowledge of Contract Management
  • Good report writing skills
  • Knowledge of the FAA Act, Staff Orders and Government’s asset management guidelines
  • Ability to work under pressure
  • Ability to manage limited resources in order to achieve outputs
  • Knowledge of office management, principles and procedures
  • Analytical thinking
  • Good problem solving and decision making skills
  • Ability to use initiative
  • Good planning and organizing skills
  • Goals/results oriented
  • Good leadership skills

 

Minimum Required Qualification and Experience

  • First Degree in Management Studies, Business Administration, Public Sector Management/Administration or related discipline from a recognized tertiary institution; plus
  • Training in Inventory Management, Supervisory Management, Supplies and Purchasing Management and Budget Preparation;
  • Four (4) years working experience in Administration/Office Services Management within the Public or Private Sector, in an organization of similar size and complexity.

 

Salary range $1,730,109 – $2,056,555 per annum and any allowance(s) attached to the post.

 

Please note that only short listed applicants will be contacted.

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