Director, Administration (GMG/SEG 2) –Vacant

Director, Administration (GMG/SEG 2) –Vacant

Expiry Date: 
Monday, 28 September 2020 - 11:45pm
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

2.   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

3.  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

  • Head of Divisions/Units
  • Information Technology and Business Services Unit
  • Finance and Accounting Unit

                   Purpose

  • Matters relating to the provision’s accommodations, furniture equipment and other facilities
  • Computers and cabling related matters
  • Requests for founds and follow-up on payments for utilities and supplies

External

                  Contact

  • Suppliers, sales representatives, managers, Engineers of Telecommunications e.g. LIME, Digicel
  • JPSCo. /NWC
  • Directors/Managers, Janitorial and Waste Management Companies, Jamaica Property
  • Caterers

                Purpose

  • Requests for services, repairs disconnection, billing matters
  • Monitor bill reading and provision of services 
  • Provision of Services
  • 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