Job vacancy Director, Office Services, Administration and Fleet

Kingston

OrganisationMinistry of Finance & The Public ServiceReferenceVAC-48833Contract TypeFull-TimeIndustriesGovernment & Public SectorLocationKingstonSalary & Benefits$4,594,306 € $6,178,830 per annumDate Posted07/03/2024Expiry Date26/03/2024The Director supervises staff handling office, administrative, and fleet management services, ensuring safety, security, and efficient management of personnel, visitors, utilities, and assets.

 

JOB PURPOSE:

The Director, Office Services, Administration and Fleet Management will lead, oversee, and direct the staff responsible for the Ministry’s office, administrative and fleet management services in an effort to provide and maintain a safe and secure working environment by ensuring the establishment and observance of systems for the protection and/or management of the Ministry’s personnel, visitors, utilities and physical assets.

 

Key Responsibilities:

Technical/Professional Responsibilities

• Advises the DFS Corporate Planning and Administration and the wider senior management team on administration, asset, inventory and utility management issues.
• Provides professional guidance and support on appropriate asset management issues at the unit/divisional and ministry wide levels.
• Ensures the administration of the government’s asset policies and procedure.
• Interpret and apply policies, procedures, standards and requirements related to assigned responsibilities
• Leads and oversees the execution and maintenance of transport/motor vehicles
• Recommends adoption of possible solutions to administration, asset, inventory and utility management;
• Ensures the update and accuracy of asset and inventory management database;
• Develops and strengthens quality control mechanisms so as to engender efficiencies in the process;
• Coordinates the assignment of data gathering through the use of surveys and other instruments
• Conducts compliance audits to ensure that the Ministry’s assets are recorded, updated evaluated and insured.
• Institute corrective actions resulting from investigations into audit queries and constantly review operational systems to ensure that they are effective and efficient and in accordance with the FAA Act.
• Investigates and responds to audit queries emanating from the Internal Audit Division and the Auditor General’s Department on matters involving the activities of the branch.
• Coordinates closely the functions of staff in overseeing all utility billing and meter reading functions
• Conduct utility bill analysis to evaluate actual savings, trends so as to measure cost.
• Scans environmental and make recommendations biannually
• Discusses findings and recommendations with DFS Corporate Planning and Administration to arrive at consensus. 
• Keep abreast of policies, circulars and guidelines that governs asset management and utility in GOJ;

Management/Administrative Responsibilities

• Attends sessions in order to learn/observe best practices, new and/or revised standards to ensure that the Branch is operating at optimal capacity
• Participates in meetings with Local Government representatives and utility providers with respect to discrepancies and/or concerns regarding bills and/or services provided.
• Consults with Information Communication Technology Branch (ICT) Systems Analysts regarding problems with programming and data integrity
• Plans, organizes and directs the work of the Branch; 
• Prepares monthly, quarterly, and annual progress reports on achievements of the Branch based on targets outlined in the Annual work plan and the continuous monitoring of such targets;
• Conducts Branch meetings monthly, quarterly etc;
• Develops and manages the performance of Branch and its staff, including transferring skills, motivating staff, setting performance targets, monitoring performance, providing feedback to staff, and making recommendations for training;
• Makes requests for sufficient and appropriate physical resources to facilitate the efficient and effective performance of the Branch’s staff in undertaking their duties;
• Provides guidance to staff through coaching, mentoring and training, providing assistance and support as needed;
• Ensures that training and other needs of Branch employees are adequately identified and addressed;
• Participates in management meetings of the division and reports on the activities and achievements of the Branch;
• Advises the Deputy Financial Secretary (DFS) on the implementation of the Branch’s programmes.

Human Resources Responsibilities

• Provides leadership and guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline;
• Evaluates and monitors the performance of staff in the Section and implements appropriate strategies;
• Coordinates the development of individual work plans and recommends performance targets for the staff assigned;
• Participates in the recruitment and training of staff of the Section;
• Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures;
• Identifies skills/competencies gaps and contributes to the development and succession planning for the division to ensure adequate staff capacity;
• Monitors the performance of staff and facilitates the timely and accurate completion of the staff annual performance appraisals and other periodic reviews;
• Ensures the well - being of staff supervised;
• Effect disciplinary measures in keeping with established guidelines/practices.

 

Required Competencies

• Knowledge of Government’s policies and programmes
• Excellent knowledge of risk management and security procedure issues
• Communication and analytical skills necessary to conduct research, gather and analyze quantitative and qualitative data from a variety of sources
• Ability to write reports, manuals, policies and memos clearly and concisely;
• Strong interpersonal skills and ability to deal effectively in a team environment;
• Strong computer skills such as Microsoft applications, database management, emailing and the Internet;
• Interpersonal Skills – Possess good interpersonal skills
• Negotiation & Persuasion – Possess good negotiation and persuasive skills
• Initiative - Ability to exercise initiative and sound judgment
• Output - Deliver output of a consistently high quality 
• Team work – Ability to work efficiently in a team environment 
• Job Knowledge – Ability to demonstrate thorough knowledge of the job.
• Analytical – Ability to think logically, analytically and creatively 

 

QUALIFICATION/EXPERIENCE:

• First degree in Public Administration, Management Studies or other equivalent qualification.
• Five years related working experience

 

 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.

8 Jun, 2024 (34 days left)