Manager, Administration (GMG/SEG 2)

Job Purpose

Under the general supervision of the Director, Planning and Administration, the Manager Administration, has the responsibility for providing leadership in the conducting of the daily Office operations of the Division, for the enhancement of greater efficiency and effectiveness. 

The incumbent would assume those functions that are aligned to facilities management, asset management (fixed assets and inventory), public procurement and utilities management. 

Key Responsibilities

• Prepares the Corporate/Operational Plans and Budget for the Branch, and monitors the implementation of these plans and Budget, to ensure that the Branch’s work is carried out according to plan and within budget;
• Develops, reviews constantly and revises appropriate systems and procedures, for the delivery of the various services provided by the Branch; 
• Provides technical advice/guidance/expertise to the Branch Head, Managers and staff in general, on matters relating to office management, building maintenance and other support services; 
• Serves on Committees and Task Forces; 
• Attends meetings or conferences to obtain or disseminate information regarding issues and programmes relating to the Branch’s work; 
• Ensures the payment of rental, leases, service fees and any other payments due, for offices rented by the Department; 
• Ensures the inspection of all properties and maintenance of common areas, as necessary;
• Handles all cases relating to insurance claims and follows through to settlement;
• Manages and directs staff activities, to provide timely administrative services to other Branches in the Department; 
• Develops policies and procedures detailing the responsibilities of the Branch’s staff;
• Tracks time-sensitive events, to meet deadlines; 
• Directs office management, fleet and transport management, building and facilities management, asset management, utility management, occupational health and safety and security tasks and functions; 
• Co-ordinates and monitors subordinate programmes and projects, to attain the goals and objectives of the Branch; 
• Liaises with the Cabinet Office and any other entity, public or private, involved in the planning, development and implementation of Customer Service initiatives;
• Prepares Monthly, Quarterly and Annual Reports, as required, internally and externally. 

Technical/Professional: 

Property

• Ensures the building maintenance, facility and property management performance of the Department at all its locations, to ensure that all areas consistently meet a high standard;
• Responds to complaints/reports concerning facilities, and ensures that they are resolved.
• Ensures the monitoring of technical teams engaged in the upgrading of the existing building and the construction of new office facilities, the servicing and maintenance of equipment, ensuring satisfactory completion of projects. 

Security/Access Services 

• Monitors the Department’s programme for the security of personnel, property, equipment and buildings, ensuring that appropriate systems are in place and relevant information is communicated to staff; 
• Reviews security arrangements/contracts, and makes recommendations for corrective action; 
• Ensures an effective access control system for staff and visitors. 

Occupational Safety 

• Monitors the occupational safety performance of the Department, at all its locations, to ensure that all areas consistently achieve a high standard; 
• Reviews safety and emergency plans, programmes and procedures, and ensures systems are implemented in the Department; 
• Oversees the monitoring and improvement of organisational compliance with occupational health and safety legislation, standards, codes of practice, policies and procedures;
• Engages with relevant organisations, to ensure that a high standard of occupational health and safety is provided to the Department. 
• Oversees the Department’s energy conservation programme; 
• Leads the development and implementation of standard operating procedures and plans on energy conservation; 
• Reviews programmes for the conservation of energy, environmental protection and reduction of waste, and makes the necessary recommendations. 

Office Management 

• Reviews contracts and agreements, to ensure service is in compliance with the contract and Government regulations; 
• Ensures effective delivery and maintenance of office services, such as office preparation and cleaning services, photocopying/binding services, serving of meetings/functions and the provision of staff identification cards; 
• Ensures there is suitable office accommodation and parking facilities for staff and visitors to the Department; 
• Provides oversight for monitoring of all service contracts; 
• Ensures the provision of adequate amenities and welfare facilities, such as light, air conditioning, plumbing, telephones and office supplies.

Asset/Inventory Management 

• Monitors the effectiveness of asset and inventory management and control systems, and ensures that they are in compliance with established guidelines; 
• Leads the development and management of an effective Asset Management System, as it relates to valuation and insurance; 
• Ensures periodic review of assets for recommendation for Board of Survey or repairs.
• Ensures all inventory records are updated and accessible. 

Fleet Management 

• Monitors the fleet management performance of the Department to ensure optimal efficiency and availability; 
• Ensures the Department’s fleet management system, complies with established guidelines, the fleet meets the established standards of fitness and safety, and are appropriately registered and insured; 
• Ensures implementation of internal systems of control in the use of motor vehicle and motor vehicle accessories; 
• Ensures the periodical review of the Department’s fleet, and ensures there are sufficient vehicles within the Department’s fleet, for the daily operations; 
• Recommends, maintains and implements customer service policies, procedures and guidelines; 
• Ensures that a robust Complaints Management System is in place to resolve customer complaints promptly; 
• Leads the development and implementation of the Customer Service Improvement Plan;
• Leads the development and implementation and maintenance of a Citizens’ Charter;
• Leads the development and implementation of service level standards, focused on response times, and issues resolution. 

Management and Human Resource: 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attain established personal and/or organisational goals; 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching; 
• Ensures the welfare, training and developmental needs of staff in the Unit, are clearly identified and addressed; 
• Participates in the recruitment and selection of staff for the Unit, and recommends transfer, promotion and leave, in accordance with established human resource policies and procedures; 
• Develops and implements, in collaboration with the Human Resource Management and Development Unit, a succession planning programme for the Unit, to facilitate continuity and the availability of required skills and competencies, to meet the needs of the Unit; 
• Ensures that staff are aware of and adhere to the policies, procedures and guidelines governing the operations of the Department and the Public Service; 
• Participates in and is a member of the Department’s Emergency/Disaster Preparedness and Response and Evaluation and Procurement Committees; 
• Performs other related duties that may be assigned, from time to time. 

Required Knowledge, Skills, and Competencies

• Knowledge of Government Accounting practices 
• Knowledge of the Revenue Administration and Financial Administration and Audit (FAA) Acts 
• Training in Supplies Management/Purchasing Management 
• Knowledge of Government Procurement Guidelines 
• Working knowledge in budget cash flow preparation 
• Knowledge of related GOJ policies and procedures 
• Knowledge of the operations within RPD 
• Excellent planning and organizing skills 
• Excellent interpersonal skills 
• Excellent oral and written communication skills 
• Excellent time management skills 
• Excellent judgment skills 
• Able to use initiative 
• Excellent problem-solving and decision-making skills 
• Integrity and ethics 

Minimum Required Qualification and Experience

• Bachelor of Science Degree in Business Administration/Management Studies/Public Administration or equivalent, from a recognized tertiary institution; 
• Five (5) years’ experience in a related field. 
• Training in Supplies Management, Procurement Management and Project Management would be an asset. 

Please note that only shortlisted applicants will be contacted.