Director, Office Management and General Services (GMG/SEG 2)

Key Responsibilities

Administrative/Management: 

• Manages and directs staff activities to provide timely administrative services to other Departments in the Ministry; 
• Co-ordinates and monitors subordinate programmes and projects to attain the goals and objectives of the Unit; 
• Serves on committees and task forces to provide input and exchange information; 
• Attends meetings or conferences to obtain or disseminate information regarding issues and programmes relating to the Unit’s work; 
• Represents the Unit at government hosted functions to present evidence or information;
• Participates in the corporate and operational planning process of the Ministry; 
• Develops policies and procedures to outline the responsibilities of the Unit’s staff; 
• Tracks time-sensitive events to meet deadlines; 
• Directs procurement, office management, fleet and transport management, building maintenance, asset management and security tasks and functions; 
• Prepares monthly, quarterly and annual reports, as required, internally and externally. 

Technical/Professional: 

• Ensures the development and implementation of a fleet management policy; 
• Ensures the monitoring of technical teams engaged in the upgrading of existing building and the construction of new office facilities, the servicing and maintenance of equipment, ensuring satisfactory completion of projects; 
• Ensures the development and periodical review of the Ministry’s programme for physical facilities and procurement of goods and services; 
• Analyzes documents tendered by companies for the supply of goods and/or services in consultation with technical experts, and prepares recommendation; 
• Ensures the preparation of Bid Documents for agreed procurement, and requests quotations according to GOJ guidelines; 
• Reviews and oversees contracts, agreements and/or leases to ensure service is in compliance with the contract and government regulations; 
• Monitors and approves the expenditure of funds, both appropriated and non-appropriated, to ensure compliance with proper financial procedures; 
• Makes presentation to the Procurement Committee and prepares submission to the Financial Secretary, Government’s Contract Committee and the Cabinet; 
• Negotiates the terms and conditions of proposed service contracts to guarantee value for money; 
• Examines and approves payments generated for goods and/or services, to ensure that payments fall within the limits of the budgetary allocation; 
• Liaises with contractors/suppliers in resolving discrepancies on a timely basis. 

Human Resource: 

• Manages the welfare and development of staff in the section through the implementation of the performance management system; 
• Directs/supervises the work of staff, and ensures that duties are performed efficiently and effectively; 
• Provides leadership to staff through effective object setting, delegation and communication; 
• Identifies training and development needs of employees, and ensures that they are adequately addressed; 
• Participates in the recruitment and selection of staff for the Department;
• Ensures that staff are aware of and adheres to the policies, procedures and guidelines governing the operations of the Ministry and the public service; 
• Recommends/administers disciplinary actions in keeping with established human resource policies and guidelines; 
• Establishes and maintains systems to foster a culture of service and teamwork within the Department; 
• Trains staff in Tender and Contract Management process and other pertinent aspects of the job; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Teamwork and co-operation 
• Integrity 
• Compliance 
• Adaptability 
• Good social skills 
• Ability to use own initiative 
• Good technical skills 
• Good interpersonal skills 
• Good planning and organizing skills 

Technical: 

• Good financial business acumen 
• Strategic vision 
• Analytical thinking skills 
• People management skills 
• Managing external relationships 

Minimum Required Qualification and Experience

• B.Sc. in Management Studies/Public Administration or equivalent from a recognized tertiary institution; 
• Five (5) years’ experience in a related field including preparation of Bid/Contract Documents.

Please note that only shortlisted applicants will be contacted.