Senior Director, Infrastructure, Facilities & Documentation

JOB PURPOSE:

To plan, direct, coordinate and monitor the implementation and management of the following functions: Infrastructure and Facilities Management; Records and Information Management; Inventory Management; Security and Disaster Response Management; Transportation/Logistics and Fleet Management; and Ancillary Services, to meet the needs of the Agency in an efficient, effective and cost-effective manner. 

KEY RESPONSIBILITY AREAS:

Administrative Responsibilities

• Develops and monitors the implementation of the operational plan for the Branch; Prepares and manages the Branch’s annual budget and makes adjustments where necessary to avoid overruns or underutilization of resources; 
• Establishes and implements systems for reporting on work done against stated and agreed work plans for the Branch; 
• Coordinates Disaster and Emergency Mitigation/Management initiatives and sensitization sessions; 
• Represents the Agency on committees and at meetings as required (E.g., National Disaster Committee); 
• Establishes and maintains systems/programs to foster a culture of “efficiency, effectiveness, service and teamwork” within the Branch; 
• Conducts research and provides expert advice, briefings, and support on matters relating to the work of the Branch. 
• Ensures that all Agency assets are accounted for, insured and managed to ensure maximization of utility.

Technical/Professional Responsibilities 

• Establishes and oversees the implementation of a system for managing the Agency’s physical assets (including motor vehicles, office furniture, etc) and human assets (including drivers, grounds men and ancillary staff); 
• Keeps abreast of trends and best practices in Infrastructure Management, and recommends/implements changes where necessary; 
• Develops and reviews operating procedures and protocols ensuring that effective internal control systems are in place for all related activities; 
• Oversees the continuous improvement of robust risk management strategies/programs for property, facilities, and civil works projects to ensure that risks are identified, assessed, and managed for the protection of the organization, people, and its assets; 
• Coordinates the rental or leasing of properties island-wide for the Agency as needed, ensuring that all rented locations have updated and appropriate, leases, rental agreements, memorandum of understanding or such documentation as may be required to ensure legitimacy of tenure. 
• Analyzes and recommends appropriate strategies for all key project management issues and assigns technical personnel based on the scope of the project; 
• Manages the execution of service contracts for facilities and infrastructure development projects; 
• Reviews and submits reports to provide accurate and detailed information to the Senior Management Team on projects planned, in execution and/or completed for the purposes of sharing project metrics, targets, achievements, analysis and summaries as needed; 
• Manages the continuous improvement and implementation of a strategic maintenance schedule to minimize equipment (including fleet) breakdown and degradation of Agency facilities/properties. 

Infrastructure and Property Management 

• Leads the application for all relevant development approvals required by the Agency to enable the enhancement of property and facilities islandwide (as needed). 
• Leads major building refurbishing/development projects for the enhancement and/or erection of buildings/facilities/spaces 
• Coordinates systematic infrastructural maintenance of all Forestry Department locations island-wide; 
• Coordinates the implementation, monitoring and upgrades (as necessary) of all Agency safety and security systems at all locations; 
• Oversees the effective maintenance of the landscaping and grounds of all Agency locations;
• Leads the implementation and review of disaster and emergency mitigation/management framework to reduce or avoid potential losses from hazards; initiates prompt and appropriate responses in the event of disasters/emergencies to effect rapid and effective recovery;
• Develops and implement an energy use-efficiency program to ensure (where possible) reductions in the Agency’s electricity consumption and to minimize cost and reduce carbon footprint; 
• Prepares framework agreements for civil works service contracts; 
• Manages the development, implementation and monitoring of civil engineering projects and ensures compliance with budget and time requirements; 
• Reviews and endorses approval of designs, technical drawings, sketches, and specifications for civil works projects submitted for approval ahead of implementation; and 
• Assesses and evaluates the completeness of all related projects to ensure project goals and requirements are met. 

Office and Inventory Management 

• Monitors and ensures the timely and efficient administration of the registry, office, stores and ancillary support services; 
• Develops specifications to aid in the selection of external service providers for the delivery of portfolio related outsourced services, monitors their performance to ensure compliance with contractual arrangements and service level agreements; 
• Coordinates the implementation of an inventory management system for items stored by the Agency; 
• Oversees the preservation and maintenance of a healthy, clean and attractive environment;
• Oversees the acquisition, maintenance and repair of adequate equipment and furniture to satisfy Agency requirements; 
• Develops/reviews, monitors and improves an effective asset management program inclusive of the valuation and insurance of the Agency’s assets; 
• Investigates and prepares management responses to audit queries related to the activities of the Branch; and 
• Oversees the implementation of a comprehensive liability insurance program with periodic reviews to ensure adequate coverage of Agency risks. 

Transport, Logistics and Fleet Management 

• Oversees the development of appropriate specifications and other technical requirements to procure motor vehicles and equipment for the Agency, ensuring value for money and elimination of wastage; 
• Leads the implementation, monitoring and review of the Agency’s Transport Management and Logistics Plan; 
• Leads the implementation of transport maintenance, vehicle tracking and utilization systems (including software); and 
• Manages the Agency’s petrol utilization/reconciliation process and performs administrative control functions on the GOJ’s online portal to ensure efficiency and compliance with GOJ policies. 
• Ensures that the Agency’s Fleet-related Human Resources are managed in a manner to deliver optimal value while ensuring that occupational safety standards are enforced. 

Records Management and Information Services 

• Oversees the Agency’s compliance with the Access to Information and Data Protection Acts;
• Oversees the establishment and review of the Agency’s Records and Information Management (RIM) systems and procedures to ensure the efficient processing, storage (filing, retrieval), and purging of Agency records/documents in compliance with GOJ policies and standards;
• Develops and oversees the implementation of procedures for mail management ensuring mail security, integrity and timely distribution; and 
• Ensures that the Documentation Centre/Library is effectively and efficiently managed with systems in place to facilitate ease of use by customers. 

Human Resource Responsibilities 

• Oversees the implementation of all applicable Human Resources Development and Management Branch policies, programmes, guidelines and standards; 
• Leads the mentoring, coaching, counselling and development of all Branch personnel in support of their personal development and career advancement; 
• Manages the Strategic Planning functions of the Branch by ensuring alignment of branch plans and budget with individual workplans and available resources (human, fiscal and temporal) to ensure optimized utilization and productivity of the Branch; 
• Manages the PMAS and PMAT functions of the branch; 
• Provides leadership to staff through effective objective setting, delegation, and communication; 
• Supports the recruitment and selection of staff, the provision of the required PPE, awareness building and adherence to the policies, procedures, and regulations of the Agency and the GOJ;
• Supports the management of all leave for Branch staff in keeping with established Agency policies and for the benefit of the staff; 
• Recommends/administers disciplinary action in keeping with established human resource policies, guidelines and processes; and 
• Performs other related duties that may from time to time be assigned. 

Required Competencies:

Technical 

• Sound knowledge of Government's asset management policies 
• Working knowledge of Finance Administration and Audit Act (FAA Act)
• Working knowledge of GOJ Procurement Policies, guidelines, regulations and procedures;
• Excellent Project Management and Construction Management skills; 
• Demonstrated knowledge of Occupational Health and Safety protocols and techniques;
• Excellent knowledge of Risk and Safety Management Procedures; 
• Working knowledge of software related to project management, asset management, inventory management, records management and MS Office Applications; 
• Demonstrated knowledge of energy conservations systems and best practices;
• Good knowledge of disaster and emergency management systems and protocols; 

Behavioural 

• Effective interpersonal skills; 
• Ability to motivate the team to high levels of performance and productivity;
• Ability to work under pressure to meet specific deadlines; 
• Excellent verbal and written communication and report writing skills; 
• Highly developed human resource management skills; and 
• Strong strategic leadership, management, and teambuilding skills.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Master’s Degree in Management Studies, Public Administration, or equivalent from a recognized tertiary institution. 
• Plus 5 years related experience in a management /supervisory capacity in the public or private sector.
• Project Management certificate or 3 years’ experience therein 

OR 

• B. Sc in Management Studies, Public Administration or equivalent from a recognized tertiary institution. 
• Plus 7 years related experience in a management /supervisory capacity in the public or private sector.

PLUS 

• Training/Certification in Construction Management and 
• Project Management certificate or 3 years’ experience therein. 
• Knowledge of quantity surveying would be an asset. 

We thank all persons who express an interest; however, only short-listed applicants will be contacted.