Office Administrator – Montego Bay

KEY RESPONSIBILITIES

• Liaises with the Landlord in respect of rent and maintenance of office, parking spaces and janitorial services in order to keep the facilities at acceptable standards.
• Liaises with providers of telephone facilities re: installation and maintenance of telecommunication system
• Prepare purchase orders for stationary, groceries and office supplies and ensure that goods are delivered in satisfactory condition.
• Complies with the precautionary measures laid down by the Ministry of Finance and Planning for securing offices in event of hurricanes and other natural hazards.
• Ensures the availability of fire safety equipment at the office.
• Appointed Safety Warden. Plans the execution of random Fire/Safety drills.
• Ensures that repairs to furniture and equipment are carried out.
• Label all furniture and equipment as required by the Ministry of Finance and Planning.
• Monitors and keep updated records of stock, furniture and equipment.
• Reviews the security measures of the Corporate Office regularly and take corrective action to improve the system as necessary.
• Liaise with all suppliers to obtain the best prices and quality for items purchased.
• Manages the development of direct reports through the preparation of performance appraisals and recommendation of training where necessary.
• Provides leadership to direct reports through communication, delegation and setting of effective objectives.
• Oversee mail delivery and distribution.
• Petty Cash Custodian. Distribute petty cash and maintain accurate records of each disbursement.
• Directly supervise the Client Relations Representatives, Office Attendants and Handymen in Montego Bay, Falmouth and Negril offices.
• Provides support to MIS and submit requests for all IT related matters.
• Provides supports to some HR related matters in the western region such as distribution of TPDCo shirts and Health Cards etc.
• To ensure the timely submission of documents pertinent to the well-being of governed staff.
• Performs other related functions assigned from time to time by the Director, Corporate Services.

Required Competencies

The post-holder will be able to demonstrate:

Functional/Occupational Competence

• Good knowledge of Government’s procurement policy and procedures
• Knowledge of precautionary measures in the face of natural disasters such as hurricane
• Proficiency in the establishment of inventory systems

Behavioural Competences

• Works effectively with other team members to achieve team goals.
• Ability to effectively lead immediate reports.

MINIMUM EDUCATION AND EXPERIENCE

• A First Degree in Business Administration or equivalent from a recognized institution
• Two years’ experience in a similar capacity.

OR

• Any equivalent Combination of Qualifications and Experience

We thank all respondents, but only short-listed persons will be contacted.