Manager, Office Services (GMG/AM 4) – Office of the Supervisor of Insolvency – Kingston Business Operations

Ministry of Industry, Commerce, Agriculture & Fisheries

Job Purpose

 

Under the supervision of the Director, Human Resource Management and Administration (GMG/SEG 2), the Manager, Office Services (GMG/AM 4), will be required to develop and implement appropriate mechanisms for ensuring an ergonomically sound and safe work environment, effective equipment and machinery, adequate furniture and materials and the efficient procurement of goods and services in accordance with established standards and regulations.

 

 

Key Responsibilities

 

Management/Administrative:

         Reviews and revises the Offices internal policies and procedures to ensure they are in

accordance with procurement standards and related portfolio functions;

         Assists in ensuring the Unit Plan is implemented and agreed targets are achieved.


 

 

 

Technical/Professional:

         Plans, directs and manages the procurement functions and activities within the Offices;

     Assists in the processing of Tenders which involves advertising Tenders, Bid Evaluation and making recommendations;

     Interprets and implements Purchasing Policy and advises on problems encountered during the procurement process;

         Provide technical  advice   t the   Director,  Human   Resource   Management   and

Administration (HRMA) and other stakeholders on Procurement matters;

         Assists in developing a Disaster Recovery Plan for equipment and furniture for the

Offices;

         Ensures the proper functioning of office systems and equipment;

         Ensures scheduled servicing and repairs of vehicles and other assets;

     Ensures proper management of the Offices facilities, transport systems, security and property;

         Prepares documents and makes presentation to the Procurement Committee;

         Represents  the  Offices  on  Procurement  related  matters  within  the  purview  of  the

Administrator;

         Negotiates the terms and conditions of proposed service contracts in order to ensure the

Offices receive value for money;

         Review suppliers’   invoices/quotation t ensure   compliance   wit Government

Procurement guidelines;

         Prepares and certifies Purchase Orders;

     Monitors  general  expenditure  and  disbursement  of  funds  for  goods  and  services purchased for budget control purposes;

         Conducts monthly Inventory Audits;

         Facilitates Orientation Programmes for new recruits;

         Administers Leave Records in accordance with the Agencys leave policies and

procedures;

         Maintains the Attendance Register and prepares attendance and punctuality reports;

     Ensures  that  officers  are  aware  of  and  adhere  to  the  policies,  procedures  and regulations of the Offices and the Staff Orders;

         Posts Notices on Notice Board and ensures that all staff members are aware of Notices.

 

Human Resource:

     Monitors  and  evaluates  the  performance  of  Direct  Reports,  prepares  Performance Appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attain established personal and/or organizational goals;

     Provides  leadership  and  guidance  to  Direct  Reports  through  effective  planning, delegation, communication, training, mentoring and coaching;

     Ensures the welfare and developmental needs of staff in the Division/Unit are clearly identified and addressed, and co-ordinates welfare activities;

     Establishes  and  maintains  a  system  that  fosters  a  culture  of  teamwork,  Employee empowerment and commitment to the Divisions and Organizations goals;

     Establishes and maintains a proper system of checks and balances with respect to the work of assigned staff;

     Conducts training needs assessments and makes recommendation for required training and development programmes for assigned staff;

         Perform othe relate function assigne by   the   Director Human   Resource

Management and Administration from time to time.

 

 

Required Knowledge, Skills and Competencies

 

Core:

         Excellent interpersonal skills

         Excellent oral and written communication skills

         Excellent organizing and time management skills

         Good initiative

         Good customer and quality focus skills

         Good leadership skills

         Strong integrity

 

Technical:

         Good knowledge of Government of Jamaicas Procurement Guidelines

         Working knowledge of relevant computer systems and applications

         Knowledge of the operations of Government/Ministry/OSI/OGT policies and procedures

         Sound knowledge of office/inventory management


 

 

         Sound judgment

         Ability to be resourceful and creative in approach to resolving issues

         Ability to multitask, prioritize and work under pressure

 

 

Minimum Required Qualification and Experience

 

         Bachelor’s Degree in Public Administration or equivalent from  a recognized  tertiary

institution with one to three (1-3) years’ experience in a similar position;

OR

     Diploma in Public Administration or equivalent from a recognized tertiary institution with four to five (4-5) years’ experience in a similar position;

         Inventory Management would be an asset.

 

 Applications  accompanied  by  résumés  should  be  submitted   no  later  than  Thursday12th December, 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 applicants will be contacted.




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Job Details

  • Location: Kingston

  • Sector: Public Sector

  • Category: Business Operations

  • Posted On: Nov 30, 2019

  • Deadline: Dec 12, 2019

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