Technical Co-ordinator (GMG/SEG 2)

Job Purpose

Under the general direction of the Permanent Secretary, the Technical Co-ordinator is responsible for co-ordinating and monitoring the development and implementation of technical-related policies, plans and programmes of the Ministry of Tourism, to ensure that the responsibilities of the Permanent Secretary are executed efficiently and effectively. 

Key Responsibilities

Technical/Professional: 

• Liaises with the appropriate Ministries, Departments and Agencies (including, but not limited to the Office of the Parliamentary Council, Attorney General’s Chambers, Cabinet Office) to elicit advice/feedback on matters affecting the Ministry; 
• Monitors responses to queries from the Auditor General, Contracts Commission and Office of the Contractor General by communicating with relevant officers in the MOT, its portfolio Agencies and ensures the provision of prompt and accurate information and data; 
• Monitors responses to questions posed in the House of Representatives and Motions raised in the Senate, ensuring that responses conform to the required format and that the Permanent Secretary and the Minister of Tourism are provided with accurate information; 
• Interacts/Networks directly with Ministers of Government, Permanent Secretaries, Directors General, Heads of Agencies, and Senior Officials of Government to ensure that matters in relation to the work of the Ministry are expeditiously undertaken/addressed; 
• Examines and assures the quality of submissions to Cabinet on behalf of the Ministry and its portfolio Departments and Agencies; 
• Prepares Cabinet Submissions and Ministry Papers on behalf of the Permanent Secretary. 
• Examines and quality assures annual reports and other statutory reports for the Ministry, its Departments and Agencies; 
• Examines and quality assures documents prepared by MDAs, for the signature of the Minister of Tourism; 
• Researches, prepares and submits Position Papers, Reports, Briefs, and Meeting Agendas, as required; 
• Responds to queries by analysing highly technical reports and preparing responses accordingly;
• Routes and obtains timely responses to requests to MDAs, for comments, reports and briefs, for the attention of the Minister of Tourism; 
• Co-ordinates and collaborates with other Programme Managers in the Ministry on projects and assignments, to ensure timely responses; 
• Manages matters related to local, regional and international affairs, which are presented for the attention of the Permanent Secretary’s Office and ensures accurate and timely action;
• Manages short-term projects and programmes being managed by the Ministry;
• Liaises with MDAs, regional and other international bodies/institutions, to facilitate follow-up and ensure the timely and informed implementation of decisions;
• Proactively prioritises conflicting needs of a technical nature by ensuring that same are handled expeditiously and are followed through to successful completion; 
• Participates in the preparation for visits by regional and international Heads of State and other official events, as required at the level of the Ministry; 
• Participates in the preparation of speeches and speaking notes, as requested by the Permanent Secretary; 
• Reviews Procurement Requisitions and supporting documents for the signature of the Permanent Secretary; requests further details and clarification, where applicable;
• Responds generally to the demands of the Office of the Permanent Secretary. 

Management/Administrative: 

• Co-ordinates and participates in the preparation of the Operational and Unit Plans for the Executive Office; 
• Prepares the annual Budget for the Executive Office; 
• Follows-up to ensure that all performance reports are prepared and reviewed for the attention of the Permanent Secretary; 
• Prepares and submits performance and other reports relating to the achievement of targets for the Ministry and its Agencies as required, and ensures the timely submission of all documents/information requested from the Executive Office; 
• Participates in and co-ordinates the development of the strategic direction of the Ministry;
• Reviews and assesses the output of the Permanent Secretary’s Office against Corporate and Operational Plans and makes recommendations for adjustments, where changes are indicated; 
• Guides the development, implementation and maintenance of appropriate communication, information and records management systems that facilitate timely and accessible information from the Permanent Secretary’s Office; 
• Ensures the smooth operations of the Permanent Secretary’s Office in the absence of the Permanent Secretary; 
• Establishes and maintains quality customer service principles, standards and measurements for the Executive Office; 
• Develops Individual Work Plan based on strategic alignment with MOT’s Operational Plan;
• Assists with the co-ordination of Senior and other Management Team Meetings;
• Represents the Ministry at local, regional and international fora (meetings, delegations, conferences, symposiums, conventions), as required. 

Human Resource: 

• Prepares and conducts presentations on the role of the Division/Unit for the Orientation/Onboarding programme; 
• Contributes to and maintains a harmonious working environment; 
• Performs all other related duties and functions as may be required from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Customer and quality focus 
• Teamwork and cooperation 
• Sound integrity 
• Compliance 
• Excellent interpersonal skills
• Change management 

Technical: 

• Ability to think and act strategically across a wide range of functions 
• In-depth, up-to-date knowledge of the Government’s priorities of the day
• Ability to exercise sound judgement and conviction of purpose in unfavourable or unpopular situations 
• Ability to interface with senior Government officials, both locally and internationally
• Demonstrates sound personal and professional integrity reflecting high ethical and moral values 
• Ability to manage the Permanent Secretary’s Office in his/her absence 
• High level of confidentiality, diplomacy and initiative 
• Good knowledge of the government’s systems and related operational policies
• Good knowledge of GoJ policy directed at the Tourism Sector (to include: Sustainable Development/Natural Resource Management) and associated areas 
• Sound knowledge of the general operations of the machinery of Government, the role, function, and operations of the Cabinet and Parliament 
• Excellent leadership and negotiating skills 
• Ability to prioritize amongst conflicting demands, solve business problems, and make rational decisions based upon a sound understanding of the facts in a limited time
• Ability to manage limited resources in order to achieve challenging output targets
• The ability to work effectively in stressful and time-sensitive scenarios is a critical competence 
• Proficiency in required computer applications, such as Spreadsheets, Word Processing and PowerPoint 

Minimum Required Qualification and Experience

• Bachelor’s Degree in International Relations, Diplomacy, Law, Public Sector Management, Public Policy, Business Administration, Management Studies or related field of Social Science; 
• Five (5) years’ experience in Public Policy/Administration, International Relations, Law or equivalent environment. 

Special Conditions Associated with the Job

• The environment is fast-paced with ongoing interactions with critical stakeholders and meeting tight deadlines, which will result in high degrees of pressure, on occasions; 
• May be required to travel locally and internationally, to attend conferences, seminars and meetings. 

Please note that only shortlisted applicants will be contacted.