Director, Administration and Special Services (GMG/SEG 5)Management

Office of the Prime Minister

Director,   Administration  and  Special  Services (GMG/SEG 5) (Not Vacant) in the Administration and Special Services Division, Office of the Prime Minister, salary range $3,394,286 - $4,043,739 per annum and any allowance(s) attached to the post.

 

 

Job Summary

 

Reporting to the Permanent Secretary, the Director, Administration and Special Service is responsible for co-ordinating and managing the work and staff of the nine (9) Operational Units in the Division by:

 Ensuring the development and implementation of policies and strategic initiatives to support the achievement of the Ministry’s Strategic Objectives and that the Divisions/Units within the Ministry are provided with effective and efficient services thereby enabling the achievement of their objectives and targets

  Providing expert advice to the Prime Minister, Ministers of Government assigned to the Office of the Prime Minister (OPM), the Cabinet Secretary and Permanent Secretary, on all matters relating to Administration and Special Services;

 

 

Key Responsibilities

 

Management/Administrative:

    Provides strategic leadership and direction to all Unit Heads within the Division, ensuring effective and efficient performance of objectives and targets and ensuring corrective action is implemented as required;

        Develops and monitors the implementation of the Division’s Operational Plan;

        Prepares and manages the Division’s Annual Budget and makes adjustments where

necessary to avoid overruns or underutilization;

    Ensures the development/review and implementation of operational systems and procedures to guide the delivery of services by the respective Units within the span of control;

    Collaborates with the Human Resource Development and Management Division to develop and implement a Succession Planning Programme to ensure continuity of skill and competencies in the Division and personal development and career advancement of employees;

    Ensures effective Internal Control Systems are in place as specified in the Financial Administration and Audit (FAA) Act, Government of Jamaica’s (GoJ’s) Procurement Guidelines,  the  Access  to  Information  Act,  Public  Bodies  Management  Act and various policy circulars that are issued from time to time;

        Prepares and submits activity and other reports as requested;

    Prepares submissions to the National Contracts Commission and to Cabinet as required;

 

Technical/Professional:

    Develops and ensures implementation of strategies for the conservation of facilities throughout the Ministry and other premises that falls under the OPM;

        Manages/oversees projects for major refurbishing and/or repairs of buildings;

    Designs and ensures the implementation of a Disaster Management Plan for the properties under the span of control;

        Develops Framework Agreements for Service Contracts, as needed;


 

 

        Ensures the effective maintenance of the landscape and grounds of the Office of the

Prime Minister, Jamaica House, Vale Royal and OPM Western Region Office;

        Ensures that the OPM’s buildings/infrastructure are inspected regularly and that

repairs are under taken as necessary;

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

    Ensures the implementation and maintenance of an Inventory Management System for office supplies, furniture and equipment;

    Ensures the effective management of the Stores and ensures that quality service is provided to its clients;

    Collaborates with the Security Agencies and the Ministry of National Security for the implementation and maintenance of a Security Plan for the Office of the Prime Minister;

        Ensures that the Ministry’s Security Manual is kept current and that staff are abreast

of any changes;

    Ensures  that  Government  guidelines,  policies  and  procedures  that  govern  the procurement of goods, works and services in the Public Sector are strictly adhered to;

    Participates in the conduct of seminars and workshops on Procurement Procedures for the OPM and related Agencies;

        Undertakes the procurement and assignment of vehicles for the Office of the Prime

Minister and Office of the Cabinet;

        Ensures the implementation of the Access to Information Act;

    Ensures   th developmen o appropriat procedures   an system fo the management of the OPM’s mails and oversees their implementation to ensure effective dispatch and delivery, both internally and externally;

    Ensures the efficient and effective management of the social events and functions hosted by the Prime Minister, Ministers of Government assigned to the OPM and on behalf of the Office of the Prime Minister and the Office of the Cabinet;

    Monitors and ensures the effective collaboration between Director, Social Secretariat and Director of Protocol in respect of the application of the rules and principles of official protocol and etiquette in relation to the functions of the Office of the Prime Minister and the Office of the Cabinet;

    Ensures that adequate provision is made for internal meeting for which the Unit has responsibility;

    Ensures  satisfactory  management  of  Customer  Relations  Activities,  including relationship with clients (external and internal) and switchboard operations;

    Monitors the operations at Vale Royal to ensure satisfactory performance at all times;

    Maintains liaison with the Western Regional Office to ensure that it operates at the highest level expected in providing services on behalf of the OPM in that area of the island;

        Monitors the operations of the Canteen in collaboration with the Canteen Committee.

 

 

Required Knowledge/Skills/Competencies

 

    Excellent leadership, networking and relationship-building skills, as well as ability to function as a team player and work harmoniously with a diverse group of people at various levels externally and internally

        Excellent integrity/ethics exercised in the performance of duties

        Demonstrates initiative and creativity

    Uses sound judgment to make good decisions based on information gathered and analyzed

        Effectively expresses ideas and appropriately organizes and delivers information

    Displays emotional resilience as well as the ability to withstand work pressure on an on-going basis

        Adept in resource management

    Sets and maintains high performance standards; pays attention to details, accuracy and completeness


 

 

        Excellent planning and organizing skills

        Excellent interpersonal and customer relation skills

        Excellent interviewing skills

        Excellent negotiating and issues management skills

    Strong knowledge of Government of Jamaica’s Procurement policies, procedures, contract management, reporting requirements

        Sound knowledge of inventory management

        Ability to analyze problems and develop effective solutions

        Proficient in the use of computer applications

        Excellent presentation, oral and written communication skills

        Working knowledge of the Financial Administration Audit (FAA) Act

        Sound knowledge of safety and security management;

        Sound knowledge of motor vehicle maintenance

        Knowledge of property management, building and construction

 

 

Minimum Required Qualification and Experience

 

    Masters Degree in Management Studies, Public Administration or related field from an accredited tertiary institution;

        At least five (5) years’ experience in a senior management position in the Public or

Private Sector;

        Experience in Administration and Corporate Services;

    Demonstrated  experience  in  achieving  significant  organizational  change  and improvements.

 

 

Special Conditions Associated with the Job

 

 

        Will be required to travel to meetings/workshops/offices off-site;

 

    Will be rrequired to work beyond normal working hours and on weekends, whenever the need arises.

 

Applications accompanied by résumés should be submitted  no later than Wednesday, 23rd October, 2019 to:

 

Senior Director

Human Resource Development and Management

Office of the Prime Minister

1 Devon Road

Kingston 10

 

Email:  jobs@opm.gov.jm

 

Please note that only shortlisted applicants will be contacted.

 




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Job Details

  • Location: Kingston

  • Sector: Public Sector

  • Category: Management

  • Posted On: Oct 11, 2019

  • Deadline: Oct 23, 2019

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