Administrator (GMG/AM 3) Admin & Office

Ministry of Industry, Commerce, Agriculture & Fisheries

Job Purpose

 

Under the direction of the Chief Food Storage Officer, the Administrator (GMG/AM 3) ensures that all routine requirements of personnel duties are carried out. Also ensures that the Administrative Office and the Western Regional Office operates efficiently and monitors the Storekeeper, making certain that he/she follows the procedures and requirements established for storekeeping.

 

 

Key Responsibilities

 

Management/Administrative:

        Participates in the Units Strategic Planning Process and Budget;

    Provides  advice/guidance  to  all  members  of  staff  in  the  interpretation  and application of Government policies, rules and regulations;


 

 

    Provides advice/guidance to the Chief Food Storage Officer on Human Resource policies and procedures and administrative matters;

    Represents the Unit at meetings, seminars, workshops and conferences to obtain or disseminate information regarding issues and programmes relating to the Unit’s work;

        Develops policies and procedures to outline the responsibilities of the Unit’s staff.

 

Technical/Professional:

        Maintains the Unit’s staff list;

        Prepares reports for submission to the Chief Food Storage Officer and Human

Resource Division;

        Prepares and submits letters of justification for the operation of post within the Unit;

        Monitors Attendance Register and maintains Leave Cards for the entire Unit;

    Maintains an effective Inventory Management and Control System for furniture, equipment, office supplies and chemicals;

    Organizes the provision of adequate amenities and welfare facilities such as light, air conditioning, plumbing, telephones and office supplies;

    Oversees supervision of the transportation fleet and drivers ensuring performance standards are developed and met for the fleet drivers;

    Supervises  and  monitors  Storekeeper  ensuring  that  he/she  follows  all  the procedures required;

    Ensures Stocktaking and Equipment Inventory is done and Inventory list is kept updated;

        Ensures that Storekeeper orders stock in time so the Division’s revenue earnings

is not affected by depletion of stock;

        Ensures that the front office operates efficiently;

    Supervises  the  Records  Officer  to  ensure  efficient  management  of  files  and records within the Registry;

    Ensures that clerks records messages and process request for the Inspectors’ services at on-site inspections for the members of the Chambers of Commerce; as well as messages from custom brokers, custom officers, chemical houses, etc. and ensures they are acted on;

        Ensures that indirect supervision of cleaners is carried out properly;

    Assists in preparing requests for quotations and bid documents for invitation to tender on goods and services;

        Assists in preparing contracts for the Procurement of services;

        Makes presentations to the Procurement Committee;

        Liaises with suppliers/contractors in resolving discrepancies in a timely basis.

 

Human Resource:

    Participates  in  the  recruitment  of  staff  for  the  Division/Unit  and  recommends transfer, promotion, termination and leave in accordance with established Human Resource policies and procedures;

    Ensures the welfare and developmental needs of staff in the Division/Unit are clearly identified and addressed;

        Establishes and maintains a system that fosters a culture of teamwork, employee

empowerment and commitment to the Division’s and Organizations goals;

        Allocates and schedules work and monthly mileage to travelling officers;

        Makes recommendations for leave (Vacation, Sick and Departmental);

        Prepares Job Descriptions for clerical officers and other officers of junior levels;

    Prepares Performance Reviews and Evaluations of persons reporting to this post and recommends to the Chief Food Storage Officer their promotion or permanent appointment;

    Directs/supervises  the  work  of  staff  and  ensures  that  duties  are  performed efficiently and effectively;

    Identifies training and developmental needs of employees and ensures that they are adequately addressed;

        Performs any other duties assigned from time to time.


 

 

Required Knowledge, Skills and Competencies

 

Core:

        Good interpersonal skills

        Excellent oral and written communication skills

        Excellent planning and organizing skills

        Strong customer and quality focus skills

        Good problem solving and decision making skills

        Good time management skills

        Good leadership skills

        Methodical

        Ability to work in a team

        Ability to use initiative

 

Technical:

    Sound knowledge of the principles and practices of Human Resource Management and Administration

        Knowledge of the operations of Government/knowledge of the Ministrys policies

and procedures

        Proficiency in the use of relevant computer applications

        Excellent knowledge of organization policies and procedures

        Proficiency in Microsoft applications

 

Minimum Required Qualification and Experience

 

    Bachelor  of  Science  Degree  in  Public  Administration/Management  Studies  or related discipline;

        One (1) years working experience in related field.

OR

    Diploma/Certificate  in  Human  Resource  Management,  Public  Administration, Management Studies;

        Three (3) years’ experience at a supervisory level.

 

 

Special Condition Associated with the Job

 

        Exposure to hazardous chemicals 

Applicationaccompanied by résuméshould be submitte no later than Wednesday, 23rd October, 2019 to:

 

Senior Director

Human Resource Management and Development Division

Ministry of Industry, Commerce, Agriculture and Fisheries Hope Gardens

Kingston 6

 

Email hrm@micaf.gov.jm

 

Please note that only shortlisted applicantwill be contacted.




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Job Details

  • Location: Kingston

  • Sector: Public Sector

  • Category: Admin & Office

  • Posted On: Oct 11, 2019

  • Deadline: Oct 23, 2019

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