JOB PURPOSE
The position is responsible for executing the AuGD’s strategic planning processes, public education programmes, social media management and communication functions. It includes responsibilities as Risk Coordinator, preparation and review of departmental policies, and coordination of Cabinet submissions, ensuring the effective streamlining of each function in delivering the Department’s mandate.
KEY RESPONSIBILITY AREAS
Technical/Professional Responsibilities
Corporate Planning, Monitoring & Evaluation
- Coordinates the development of the Strategic Business Plan and Annual Operational plans; provides guidance and support to Divisional and Unit Heads in preparing plans as necessary.
- Develops the strategic planning framework to support the AuGD’s planning functions ensuring consistency with other management processes and Government of Jamaica Planning and Evaluation Guidelines.
- Prepares Risk Management framework and Risk Registers to identify, eliminate or minimize risks that may affect the achievement of the AuGD’s strategic goals .and monitor each bi-annually.
- Conducts research to facilitate the development of the Business and operational plans and identify policy options, as required.
- Implements an AuGD work-plan development process to support the Division’s planning processes.
- Assesses plans from Divisions/Units for conformity with established policies, directives and overall strategic objectives.
- Monitors and provides updates on initiatives being implemented in theDepartment.
- Sets appropriate performance and service standards, defines risks to the policy agenda and develops appropriate KPIs at the corporate and departmental levels to track key performance areas.
- Integrates and aligns unit budgets into the Strategic Plan
- Develops and implements relevant performance management and reporting systems (e.g., management dashboard) and business analytics processes, to track corporate performance and strategy implementation.
- Monitors the organization’s performance based on KPI’s, identifying any deviations and/or amendments required and provide insights to the Executive Management Committee in a timely manner.
- Provides project management support to units as required and secretariat support for planning meetings.
- Evaluates current network for effectiveness and relevance to achieving the AuGD’s strategic goals.
Risk Coordination
- Identifies and assesses risks that could impact the organization’s strategic and operational goals.
- Develops risk mitigation strategies and contingency plans to reduce risk
- Monitors the internal and external risk environment to identify emerging
- Maintains the AuGD Risk Register and updates it with new risks, assessments, and mitigation plans.
- Prepares reports on risk management activities for senior management and the Executive Management Committee.
- Conducts training sessions and awareness programs to foster a risk-aware culture within the organization.
- Leads the review and development of the AuGD’s Risk Management Framework, policies, and guidelines to ensure compliance with national and international
Public Education and Communication
- Develops communications framework to guide interaction between Department and the General Public.
- Develops and implements an effective public education programme to create awareness on the role and functions of the AuGD; monitors the effectiveness of programmes and makes adjustments as necessary to achieve desired results.
- Develops and implements policies and procedures to guide internal and external communication on the affairs of the Department.
- Leads the planning and coordination of an internal communication programme to satisfy the information needs of staff.
- Recommends and implements initiatives to improve internal and external communication.
- Leads in the design and coordinates the implementation of the Department’s media relations programme; monitors to ensure that the Department complies with Media Monitoring and Relations standards as well as Media Policy.
- Prepares speeches and other communiqué; coordinates speaking engagements and media activities for the Department and ensures the content of public communication is consistent with the Department’s corporate policies and government guidelines.
- Monitors the media and provides feedback to the Leadership team on matters of interest to the AuGD and coordinates media interviews for the purpose of keeping the media informed of the correct information.
- Participates in meetings, workshops, trainings, and seminars (e.g. workshops, district committees, seminars, conferences, ) for the purpose of conveying and/or gathering information required to perform functions
- Compiles data from a wide variety of sources (e.g. staff, MDAs, professional groups, media, etc.) for the purpose of analyzing issues and managing stakeholder needs.
Policy Development and Review
- Leads the review, development, and implementation of departmental policies, ensuring they are consistent with the government’s legislative framework, strategic goals, and operational needs.
- Collaborates with internal and external stakeholders, including divisional heads and government agencies, to ensure policies are practical, effective, and aligned with best
- Conducts periodic reviews of existing policies to reflect changes in legislation, organizational priorities, and external environments.
- Develops mechanisms to ensure staff are adequately informed about new or updated policies and provides training or support to facilitate implementation.
- Monitors the implementation of policies, gathering feedback and evaluating their impact on departmental efficiency and compliance with government standards.
Cabinet Submissions
- Manages the end-to-end process of preparing Cabinet submissions, ensuring that proposals, reports, and other documents are thorough, accurate, and presented within the established timelines.
- Collaborates with relevant divisions to gather input, conduct research, and draft Cabinet submissions that effectively communicate the department’s position and objectives.
- Reviews submissions for clarity, coherence, and alignment with government priorities, ensuring that they meet the required standards for Cabinet documentation.
- Acts as the primary liaison between the AuGD and the Cabinet Office or other governmental bodies to address inquiries, provide additional information, and respond to feedback on submissions.
Other Responsibilities
- Represents the organization at meetings, conferences and other forums as required.
- Performs other related duties as may be assigned.
PERFORMANCE STANDARDS
- Strategic Plans and Reports are prepared and submitted within established time
- Annual Budget is prepared in accordance with deadline
- Procurement activities conform to policies and
- Corporate planning strategies are achieving the desired
- Public Relations Programmes are effective and in line with business
- Risk Management strategies are effective and reported as
- Comprehensive and up-to-date departmental policies that align with government regulations and strategic goals.
REQUIRED CORE COMPETENCIES
- Strategic Planning Alignment & Results Communication & Collaboration Monitoring & Evaluation
- Leadership & Coaching Strategic Networking Risk Analysis & Mitigation Planning & organising
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- First Degree in Business Administration, Public Administration, or related field from a recognized University.
- Postgraduate training would be an asset.
- At least five (5) years’ experience, three (3) of which should be in Strategic /Corporate Planning
- In-depth knowledge of the philosophy, processes and practices associated with corporate performance measurement and reporting.
- In-depth knowledge and understanding of the legislation, organization, strategic direction, policies and programs of the AuGD.
- Knowledge of the social, cultural and economic environments for effective Public Education programmes.
- Any equivalent combination of qualification and experience.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Typical Office environment.
- Required to work beyond specified working hours and be on call in cases of energency.
- Exposure to highly confidential information.
AUTHORITY
- Approves expenditure with established
- Coordinates with the Media on AuGD interviews.
