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:
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
