Under the direct supervision of the Postmaster General, the Senior Director, Human Resource Management and Administration, leads and directs the development and implementation of programmes and strategies in the areas of Human Resource Management, Asset Management, Procurement, Property Management and Documentation Services in accordance with policies, legislations, guidelines and established standards to facilitate quality delivery of postal services island-wide.
- Provides direction for and oversight of Administration, Asset Management, Procurement, Property Management and Documentation and Information;
- Monitors the implementation of initiatives to ensure conformance with Government of Jamaica’s (GoJ’s) guidelines and internal policies;
- Provides technical advice to Executive Management, Heads of Division and Postal Branch Managers in relation to functional areas informed by governing legislation, regulations, Government policies and best practices;
- Undertakes initiatives to improve quality of work processes through consultations with stakeholders;
- Ensures that appropriate Service Level Agreements are in place for responsible functional areas as necessary, informed by Division’s capacity and best practices in Customer Service standards.
Administration and Asset Management:
- Leads in the development and implementation of strategic initiatives to enhance Asset Management based on co-ordination with diverse Stakeholders, including Heads of Division, Ministry of Finance and the Public Service and Auditor General’s Department;
- Leads in the development of appropriate systems to ensure maintenance of well- ordered, ergonomically sound and safe office settings;
- Reviews and provides direction for overarching strategies and procedures regarding operations within the various functional areas and evaluates their continued relevance in light of environmental changes;
- Reviews/participates in the implementation of the Disaster Recovery Plan for equipment, information and furniture for the Corporate Office and all office locations island-wide;
- Ensures that the Office/Asset Management functions are undertaken in a manner that enhances the performance of the Department.
- Oversees and monitors Lease negotiations with various property owners, ensuring critical property requirements of the Department are taken into account;
- Reviews the development of project plans for implementation of redesigned office layouts and ensures conformity to Government/Departmental policies procedures and guidelines;
- Monitors the implementation of project plans through inter alia, co-ordinating activities of internal and external persons responsible for providing services;
- Manages analysis of Department’s space requirements based on emerging needs and structures;
- Analyzes and approves accommodation allocations for all the properties under the Department;
- Contributes to cost saving and energy efficiency strategies to improve the operating efficacy of the Department;
- Ensures the preparation and annual updates of the PTD five (5) years’ (Strategic Plan) Building and Maintenance Plan for submission to the Ministry of Science and Technology (MST);
- Oversees the preparation and submission of the Annual Capital and Recurrent budgets including costs for acquisition of property, new construction, embedment of safes and minor building repairs;
- Ensures the proper management of the rental of private premises by the Department; including liaison with the National Land Agency (NLA) in brokering rental agreements;
- Represents the Department in the negotiation brokerage of lease/rental agreements for space available in the Department’s Offices island-wide and ensures that the arrangements are managed in keeping with the agreement instruments.
- Manages the development of the Procurement Plan for the Division based on analysis of resource needs and allocations;
- Reviews Procurement Plan for the Department with collaboration from Heads of Division and the Ministry of Finance and the Public Service;
- Conducts analysis of Procurement practices within the Department to provide advice on projected timelines and efficiency of procedures;
- Leads and reviews the preparation of required reports to the Office of the Contractor General;
- Reviews contracts and tenders for conformance to GoJ guidelines and policies;
- Directs the analysis of market and delivery systems in order to assess present and future resource availability;
- Oversees the preparation of submissions to the National Contract Commission and to Cabinet as required;
- Ensures the implementation of the Procurement policies and procedures, which fosters cost savings and value for money.
- Oversees the efficient communication and ensures that Knowledge Management systems are in place to facilitate the dissemination of accurate and timely information within the Department, to the wider public service and to the media and external stakeholders;
- Ensures provisions of leadership and guidance to all Divisions on Communication and Public Affairs matters, ensuring consistency in approach and message during all communication activities.
- Reviews and approves Documentation and Information Procedural manuals and systems;
- Ensures compliance with documentation needs through client research collaboration; assigns resources and updates management of projects;
- Ensures adherence to legal requirements which affect the information of the Organization;
- Reviews the provision of information from Access to Information requests to ensure compliance with legal and regulatory standards;
- Liaises between Heads of Division and external clients to ensure efficient process of providing information based on Access to Information requests;
- Ensures the establishment of systems and procedures to manage the efficient processing, filing and retrieval of the Department’s records in all offices island-wide;
- Oversees the provision of information requirements to all internal and external customers of the Department in a timely, responsive and cost-effective manner;
- Ensures that the appropriate facilities and resources to meet the Department’s research, record keeping and information retrieval requirements are provided.
Required Knowledge, Skills and Competencies
- Integrity and Confidentiality
- Sound knowledge of Risk Management
- Ability to manage external relationship
- Change Management
- Strategic Vision
- Excellent Planning and Organizing skills
- Excellent Problem Solving and Decision Making skills
- Excellent knowledge of Budget preparation
Minimum Required Qualification and Experience
- Master’s Degree in Public Sector Management/Property and Estate Management or related discipline;
- Formal training in Property Management, Project Management and Records and/or Information Management;
- Five (5) years’ experience in a related field with at least three (3) years at the senior management level in the Public or Private sector;
- Bachelor’s Degree in Public Sector Management/Property and Estate Management or related discipline;
- Formal training in Property Management, Project Management and in Records and/or Information Management
- Seven (7) years’ experience in a related field with at least three (3) years’ at the management level;
- Any other equivalent combination of qualification and experience.