Job Description

The Cannabis Licensing Authority (CLA), an agency of the Ministry of Industry, Commerce, Agriculture and Fisheries, was established in 2015, under the Dangerous Drug Amendment Act, (DDA) with a specific role to establish and regulate Jamaica’s legal ganja and hemp industry invites applications for the position of:

 

Director, Administration (GMG/SEG  2) –Vacant

 

JOB PURPOSE:

Under the direct supervision of the Director, Human Resource Management and Administration, the Director, Administration will ensure the efficient operations of the administrative support functions of the Authority formulating and implementing effective overarching policies and procedures regarding office services and management, transport, property, and records management based on Government principles and regulations.

 

KEY OUTPUTS:

 

  • Adequate furniture, equipment and other physical resources provided
  • Stores and Inventory records maintained
  • Goods and services received
  • Goods inventoried and distributed
  • Stocktaking conducted
  • Customer services support provided
  • Board of Survey for unserviceable items arranged
  • Office furniture/equipment repaired and/or serviced
  • Bills submitted for payment and tracked
  • Support provided for functions/events and meetings
  • Terms of Reference (TOR) prepared
  • Up-to-date Standard Operating Procedures (SOPs)
  • Filing system maintained
  • Status Reports prepared and submitted
  • Fleet management policies, strategies and programmes developed and implemented
  • Fleet management system designed and implemented
  • Accident reports reviewed and submitted to the relevant authorities
  • Maintenance of Authority’s motor vehicle fleet arranged
  • Registration, Insurance and Fitness Certificates renewed
  • Maintenance and repairs of motor vehicle fleet arranged
  • Fuel statements analyzed
  • Professionalism, confidentiality, integrity and sensitivity displayed in the execution of duties
  • Budget prepared
  • Work Plans and Performance Review Forms completed

 

KEY RESPONSIBILITIES

 

Office Services

 

  1. To process request for Official Travel Overseas
  • Makes travel arrangement (hotel and flight) for official travel
  • Computes allowances due to officials
  • Completes requests for foreign exchange
  • Completes requests and sends to the Ministry for approval
  • Prepares Minutes to the Director, Human Resource Management and Administration, for dispatch to the Permanent Secretary for approval of per diem

 

  1. To provide adequate office accommodation and relevant physical facilities to ensure

that the Authority’s operations are conducted  in a comfortable and conducive         environment

  • Ensures that all offices are properly equipped with adequate furniture and equipment by o Equipping offices with adequate office furniture and equipment o Ensuring that all office equipment is in working condition
  • Establishes systems and procedures for the payment of relevant bills on a timely basis
  • Develops a  daily logging system  to monitor  the  maintenance  of  offices  and  other  staff facilities
  • Reviews on a regular basis, the state of office facilities to include furniture and equipment and determines follow up actions as deemed necessary
  • Liaises with the Human Resource and Development Unit to ensure that

-      adequate facilities and basic personal supplies are available for emergencies,

-      provisions are made for safety equipment and for special needs/disabilities of staff as required

  • Ensures sick bay is adequately cleaned and stocked
  • Ensures cleaning  support  team  is  adequately  allocated  and  the  necessary  services  are provided to the respective offices within the Authority
  • Arranges for the distribution of newspapers to relevant officers
  • Assists in the planning, coordination and execution of meetings/functions conducted by the

Authority

  • Develops  new  seating  plans  and  manages  modifications  to  existing  accommodation/

arrangements

  • Liaises with Unit/Divisional Heads for the purchase of new office furniture/equipment or to arrange for the repairs/servicing of same
  • Ensures that  stationery/printing/cleaning  supplies,  first  aid  and  toiletries  are  provided  in adequate supplies
  • Oversees the upkeep of an adequate cleaning service which entails dusting, cleaning  carpet, cobwebbing
  • Develops and implements a robust inventory control system to include standard operating procedures
  • Ensures the maintenance of an up-to-date inventory of all furniture, office equipment and

Supplies

 

 

 

  1. To efficiently and effectively manage the Authority’s Stores and Inventory
  • Develops and implements a robust inventory control system to include Standard Operating

Procedures

  • Ensures the maintenance of an up-to-date inventory of all furniture, office equipment and supplies
  • Makes arrangements  for  repair  of  furniture  and  equipment  and  for  Board  of  Survey  for unserviceable items
  • Monitors the implementation of recommendations by the Board of Survey
  • Receives goods from suppliers and checks them against relevant documentation
  • Ensures goods received are certified, promptly recorded and taken into storage
  • Stores and distributes goods in accordance with industry standards e.g. Last in First Out (LIFO), small items etc.
  • Identifies shortages, excesses, breakages and incorrect deliveries for prompt action e.g. returns

 

  • Distributes goods to relevant Units/Divisions within the Ministry
  • Develops and maintains proper inventory records of all goods received and distributed
  • Maintains purchasing database and cross reference with invoices and other documentation to monitor and track payments to suppliers
  • Conducts stocktaking of goods in keeping with set standards to reconcile balances and to inform stock re-order levels
  • Maintains proper storage records e.g. codes and classification
  • Manages the vault/stationery storage room and ensures the safety of the Authority’s stores and inventory items
  • Recommends the disposal of waste, obsolete, defective and contaminated items in storage in accordance with government guidelines

 

Customer Service

 

  1. To provide efficient customer service and telephone services
  • Monitors the switchboard and extensions as well as directs telephone lines in collaboration with the Information Technology and Business Services Unit to ensure that they are in good working condition and addresses any staff-related problems associated with making and receiving telephone calls
  • Reviews system and provides recommendations on upgrading requirements in collaboration with the Information Technology and Business Services Unit
  • Facilitates orientation of staff on use of telephone features
  • Ensures that the receptionist area is adequately staffed, and proper protocols observed in the interactions with visitors and staff
  • Plans and maintains the provision of adequate office attendant and messenger services and rotates staff from time to time to ensure efficiency

Transport Services

 

  1. To ensure that the Authority’s motor vehicle fleet is managed in an efficient and cost- effective manner
  • Oversees the development and implementation of fleet management system to appropriately account for all vehicles in accordance with the Motor Vehicle Policy of the Ministry of Finance and the Public Service
  • Recommends unserviceable  vehicles  to  the  Board  of  Survey  to  facilitate  removal  and replacement
  • Directs the  management  of  vehicle  schedules  for  operations,  staff  events,  mail  delivery, meetings etc.
  • Makes recommendations and prepares budget for the procurement of vehicles to meet the

Authority’s needs

  • Ensures systems are implemented to facilitate general servicing, repairs and maintenance of the

Authority’s vehicles

  • Implements monitoring system to ensure economic use of petrol, advance cards, oils and lubricants
  • Maintains business contacts with insurance companies with a view to securing the best deals on motor vehicle insurance for the Ministry
  • Ensures that documents (Fitness, Registration Certificates and Insurance Certificates) for all fleet vehicles are up- to- date and properly filed
  • Ensures the safe custody of vehicles after working hours
  • Ensure all vehicle operation policies and systems are up to date and enforced within field operations.
  • Regularly reviews and updates vehicle fleet related policies at least once a year
  • Directs and oversees the preparation of accident and incident reports for          submission
  • Visits accident sites and collates accidents reports in accordance to the relevant    guidelines
  • Notifies the relevant stakeholders where accidents occur
  • Makes recommendation to Senior Legal Officer to determine culpability;
  • Liaises with Insurance Companies, Assessors, Attorney General and other  stakeholders   to ascertain status of submissions

 

Document Management Services

  • Directs the implementation of processes for the safekeeping, access, utility and management of the Authority’s records as critical inputs for decision-making in respect of the grant of licences, permits and authorizations as well as for compliance
  • Ensures that the relevant systems, talent and technology are in place to capture, index, digitize and preserve or destroy relevant records for all Units/Divisions
  • Periodically reviews the Authority’s document management needs against the constraints of policies for government wide shared data services, customer access to information, ICT data mining and risk mitigation with a view to initiate, upgrade or purchase of alternative electronic document management system
  • Ensures that the Authority’s Registry functions and Document Centre perform efficiently
  • Defines the scope of the disaster recovery/emergency management plans for the

 

Authority’s assets and infrastructure. Provides guidance and leadership to the design and implementation of required business continuity plans, procedures, reviews and enhancements

 

  • Ensures the preservation and maintenance of a clean and attractive environment conducive to achieving the highest level of efficiency and effectiveness

 

 

KEY COMPETENCIES

 

  • Sound knowledge of government’s asset management policies;
  • Working knowledge of Finance Administration and Audit Act (FAA Act);
  • Working knowledge of GOJ Procurement Policies and guidelines;
  • Sound knowledge of office/stores/inventory management;
  • Sound knowledge of supplies and inventory analysis;
  • Excellent report writing skills;
  • Ability to plan and coordinate corporate events/functions;
  • Ability to negotiate with suppliers of goods and services;
  • Well-developed critical thinking, analytical and problem-solving skills;
  • Computer Literacy – especially Microsoft Excel, Word, PowerPoint.

 

 

Human  Resource Responsibilities

 

  • Participates in  the  recruitment  of  staff  for  the  Divisions/Unit  and  recommends  transfer, promotions, termination and leave in accordance with the established Human Resource policies and procedures
  • Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
  • Assists with clearly identifying the welfare and developmental needs of staff and ensures they are addressed
  • Assists the establishing and maintaining a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals

 

 

SPECIAL  CONDITIONS OF THE JOB

 

 

  • May be required to work long and unscheduled work hours to meet critical deadlines, including on weekends and public holidays.
  • This position requires that the post holder be on call 24 hours per day.
  • A valid driver’s licence and ownership of a motor vehicle is required for this post.

 

 

 

RESOURCES MANAGED (budget, purchases, other assets)

 

  • Fixed Assets and store’s inventory
  • Budget
  • Fleet Vehicles

 

 

 

CONTACTS  (Liaises with)

 

 

Internal

 

Contact

Purpose

 

Head of Divisions/Units

Matters relating to the provision’s accommodations, furniture equipment and other facilities

Information         Technology       and      Business

Services Unit

 

Computers and cabling related matters

Finance and Accounting Unit

Requests for founds and follow-up on payments for utilities and supplies

 

External

 

Contact

Purpose

Suppliers, sales representatives, managers, Engineers of Telecommunications e.g. LIME, Digicel

Requests for services, repairs disconnection, billing matters

JPSCo. /NWC

Monitor bill reading and provision of services

Directors/Managers, Janitorial and Waste

Management Companies, Jamaica Property

Provision of Services

Caterers

Co-ordinating functions/events

 

 

 

QUALIFICATIONS & EXPERIENCE REQUIREMENTS

 

  • Bachelor’s Degree in Management Studies/Public Administration or equivalent qualifications
  • At least 3-5 years’ experience in a related field
  • Experience in Events Planning, Procurement, Inventory and Document Management would be distinct assets

 

 

 

 

 

Salary range $2,023,418.00 to $2,405.208.00 per annum  plus any allowance(s) attached to the post. The successful candidate will be offered a three (3) year contract with gratuity payable after satisfactory performance after two (2) years.

 

 

 

Applications should be submitted no later than Monday, September 28, 2020 to:

 

THE DIRECTOR HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT CANNABIS LICENSING AUTHORITY

4TH FLOOR,  PAN JAM BUILDING, 60 KNUTSFORD  BOULEVARD, KINGSTON  5

EMAIL:  VACANCIES@CLA.ORG.JM

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