Office Services Administrator (GMG/AM 3)

Job Purpose

Under the management and supervision of the Manager, Office Services, Office Services Administrator is responsible for coordinating the requisition, ordering, receipt and storage goods/supplies for the MOJ. Additionally, the Administrator also provides general administrative support to aid the realization of organisational success. 

Key Outputs:

• Requisition received and processed 
• Goods and stationery supplies ordered and maintained 
• Purchase orders prepared 
• Goods/supplies received and stored 
• Distribution coordinated 
• Annual/Quarterly/Monthly performance Reports prepared 
• Individual work plans developed 
• Staff coached and appraisals conducted 

Key Responsibility Areas:

• Assists in the development and implementation of office services plans and review protocols that aligns with the MOJ corporate and operational plans; 
• Responds to, and resolve internal customer enquiries and issues to ensure the provision of accurate information and the timely and effective resolution of issues; 
• Creates and administers budgets for supplies, equipment, and contract services;
• Coordinates and manages records and databases relating supplies/goods, complying with administrative systems, processes and policies; 
• Orders and maintains goods and stationery supplies in accordance with the MOJ Procurement Plan and other management tools; 
• Prepares purchase orders to support the acquisition processes and dispatch relevant documentation to the Public Procurement and Finance Accounts Division for action;
• Devises systems and procedures to receipt goods/supplies and ensure secure storage/protection;
• Coordinates the distribution of MOJ supplies and shared support services such as mailing, printing, and copying; and cleaning supplies etc.; 
• Escalates unresolved problems to the Manager, Office Services for further analysis and resolution.
• Provides general administrative support including clerical processes, reprographic services and IT based tasks requiring knowledge of various ICT packages and operation of office equipment;
• Maintains relationships with external suppliers managing utilities services, ICT services, telephone services, equipment suppliers, insurance services, service providers and premises leasing arrangements; 
• Represents Director, Administration & Office Services at meetings, conferences, workshops and seminars. 
• Provides supervision and guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline;
• Evaluates and monitors the performance of staff in the Branch and implements appropriate strategies; 
• Coordinates the development of individual work plans and recommends performance targets for the staff assigned; 
• Participates in the recruitment and training of staff of the Branch; 
• Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures; 
• Identifies skills/competencies gaps and contributes to the development and succession planning for the division to ensure adequate staff capacity; 
• Monitors the performance of staff and facilitates the timely and accurate completion of the staff annual performance appraisals and other periodic reviews; 
• Ensures the well-being of staff supervised; 
• Effect disciplinary measures in keeping with established guidelines/practices. 
• Maintains customer service principles, standards and measurements; 
• Identifies and incorporates the interests and needs of customers in business process design. 

Other Responsibilities 

• Performs all other duties and functions as may be required from time to time. 

Performance Standards:

• Requisition received and processed in accordance with established standards, guidelines and timeframes; 
• Goods and stationery supplies ordered and maintained in keeping with established standards, fiduciary requirements and timeframes; 
• Purchase orders prepared in accordance with established standards, guidelines and timeframes;
• Goods/supplies received and stored in accordance with established standards, guidelines and timeframes; 
• Distribution coordinated in accordance with established standards, guidelines and timeframes;
• Annual/Quarterly/Progress Reports prepared in accordance with agreed standards, formats and timeframes; 
• Individual Work Plan are aligned to the strategic planning mechanisms of the MOJ and MLCA and are timely; 
• Staff managed according to GOJ HR and other established practices and performance appraisals and reviews/coaching done and submitted in accordance to agreed timeframe and standards;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

Required Competencies:

Core Competencies 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Initiative 
• Integrity 
• Interpersonal 
• Oral Communication 
• Team Work & Cooperation 
• Time Management 
• Written Communication 

Technical/Functional Competencies 

• Accountability 
• Attention to Detail 
• Goal/Results Oriented 
• Methodical 
• Planning and Organising 
• Problem Solving and Decision-making 
• Resilience 
• Stress Tolerance 
• Technical Skills 
• Use and Application of Technology 

Other Competencies

• Knowledge of Administration & Office Management Principles and Techniques, including Recruitment, Manpower planning Benefits Administration
• Knowledge of the Government of Jamaica’s legislative arrangements underpinning the Administration & Office Management functioning, for example Asset Management Policies, Records & Information Management Policies, Access to Information, Motor Vehicle Policies, etc
• Good understanding of the public expenditure policy environment and the goals
• Good knowledge of programme monitoring and evaluation frameworks
• Knowledge of computerized systems and software, with an emphasis on the MS Office suite and projects

Minimum Required Education and Experience

• Associate Degree in Management Studies, Public Sector Management, Public/Business Administration, or a related social sciences discipline; 
• Two (2) years’ experience in an Office Administration & Office Services environment. 

Authority:

• N/A 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software. 
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• May be required to travel locally to attend conferences, seminars and meetings.

The Ministry thanks all applicants for their interest, however, only those shortlisted will be contacted