Administrator (GMG/AM 3)

Summary

Under the general direction of the Chief Parliamentary Counsel, the incumbent develops and reviews the annual Budget for the Department and prepares the monthly cash flow statements. The incumbent also manages the maintenance and up-keep of the physical facilities of the Department; manages the procurement of adequate furniture, equipment and supplies and other required items for the Department, as well as the provision of effective and efficient ancillary and telephone services. 💰 $2,190,302 - $2,945,712 JMD per annum.

Responsibilities

• • Assists the Manager, Human Resources and Administration, in the performance of HRM functions and acts as Manager, Human Resources and Administration, when required;
• • Participates in the planning of staff recreational activities, plans staff retreats, other Office functions and staff welfare programmes;
• • Co-ordinates the work of ancillary staff;
• • Provides leadership to reporting staff through coaching, mentoring and training, providing assistance and support, as needed;
• • Manages and evaluates ancillary staff;
• • Provides methodological advice to the Chief Parliamentary Counsel on matters relating to the day-to-day operations of the Office, staff welfare and the procurement of goods and services, etc.;
• • Reports to the Chief Parliamentary Counsel on the day-to-day operation of the Office;
• • Prepares reports, cash-flow and annual budget for the OPC;
• • Manages the procurement of equipment/furniture, goods and services and the maintenance thereof;
• • Participates in planning meetings convened by the Chief Parliamentary Counsel.
• • Travels to suppliers to select items of furniture/equipment and supplies;
• • Prepares relevant forms and submits same to the Budget Unit for processing;
• • Liaises and follows-up with both the Accounts Division and with suppliers to ensure that goods have been supplied and payment received;

• Schedules procurement meetings for the procurement of services, office furniture and equipment:

  • • (computers, printers, bookcases and other major equipment, and projects such as painting of the Office, installing new telephone systems and workstations etc.);

• Develops and implements the maintenance/servicing schedule for the equipment:

  • • (printers, photocopiers, air conditioning vents, computers, insect infestation and damage control) thus minimizing breakdowns and job interruptions;
• • Collaborates with the Director, MIS Department in the Ministry of Justice regarding technical expertise relating to specifications for the procurement of technological resources such as computers, printers, copiers etc.;
• • Requests board of survey and arranges for disposal/transfer of furniture and equipment to the PXPC Division in the Ministry of Finance and the Public Service;
• • Develops, reviews and monitors the maintenance of the inventory of all items of furniture and office equipment and supplies for the Department;
• • Develops operational systems and procedures for office equipment to guide members of staff in the use and care of the equipment;
• • Oversees the maintenance of accurate inventory records of supplies and furniture and equipment;
• • Collaborates with the Director, Procurement and Office Services in the Ministry of Legal and Constitutional Affairs regarding work scheduled for weekends and the removal or disposal of furniture and equipment;
• • Performs any other related duties that may be assigned from time to time.

Required Skills

• • Expert knowledge of management principles, human resource management procedures and Public Sector administration
• • Comprehensive knowledge of modern office practice, systems and procedures
• • Ability to work in a team
• • Ability to maintain integrity and use initiative
• • Excellent planning and organizing skills
• • Excellent problem-solving and decision-making skills, with the ability to respond to emergency and operate under challenging circumstances
• • Excellent analytical and critical thinking skills
• • Excellent conflict resolution skills
• • Excellent time management skills and methodical in approach
• • Sound knowledge of established Procurement Procedures
• • Excellent knowledge of the Public Service Staff Orders
• • Knowledge of Computer-based Programmes and Software
• • Results oriented
• • Emotional intelligence
• • Attention to detail
• • Client focus
• • Collaboration
• • Flexibility and adaptability
• • Self-confidence and courage of conviction
• • Decisiveness
• • Technical skills
• • Excellent leadership skills

Qualifications

• • Bachelor’s Degree/Associate Degree in Human Resource Management, Public Administration/Business Administration or Management Studies;
• • Five (5) years related working experience in a similar capacity.

Additional Information and Instructions

Applications accompanied by Résumés should be submitted no later than Thursday, 27th March, 2025 to: Manager, Human Resource and Administration Office of the Parliamentary Counsel 61 Constant Spring Road Kingston 10 ✉️ Email: opchrm@mlca.gov.jm 📌 N.B. Please include the job title in the subject line of your email. Please note that only shortlisted applicants will be contacted.

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