Leave Officer (GMG/ SEG 1)

Summary

To assist with the effective and efficient operation of the Leave Administration Unit ensuring that all policies, regulations, standards and principles regarding the management of leave for employees in Ministries, Department and Agencies (MDAs) are implemented and adhered to according to the Staff Orders and other relevant authority. 💰Salary range $3,501,526 to $4,709,163 JMD per annum

Responsibilities

• Provide the administrative support to ensure that leave is administered throughout the Civil Service in accordance with the Staff Orders and other leave standards, policies and procedures.:

  • • Administers the systems present for the recording, forwarding and tracking of all leave correspondence received by the section.
  • • Liaises with the SHRMD registry to ensure that all leave related correspondence and files are accounted for and routed to the section within the specified time frame.
  • • Processes (audit, verify and approve) pre-retirement leave by examining and reviewing Period of Service Records and vacation leave computation to ensure that they are properly updated viz the grants of leave, appointments, salary revisions, increments, and correct dates, recorded and accounted for.
  • • Uses leave schedules, salary scales, Staff Orders, Leave Regulations (old and existing) precedents, standard practices, and relevant circulars to ensure that the correct principles and rates are applied and ultimately the correct entitlement is arrived at.
  • • Identifies special cases reflecting errors affecting end results and any other anomalies and refer them to the Senior Director, making recommendations for possible solutions.
  • • Assists with the processing of no-pay leave in excess of 180 days, for study purposes or for Urgent Private affairs and submits recommendations for approval or non-approval to the Senior Director.
  • • Ensures that all supporting documents submitted are genuine by contacting their place of origin for verification purposes.
  • • Ensures that all requests fall within the framework of existing guidelines.
  • • Requests applicants, when necessary to give undertakings to resume duties of condition of approval.
  • • Reports any form of irregularities (possible actions to defraud or mislead) found in documents submitted to the Senior Director
  • • Comprehensively checks leave computations
  • • Communicates final decisions made re processing of various types of leave to ministries, departments and agencies.
  • • Liaises with the HR personnel - (Leave Clerks and Administrators) Directors and senior directors in Ministries / Departments in order to relay errors and anomalies identified and to ensure that corrective actions are taken.

• Assist in conducting compliance audits of MDAs to ensure the efficient management of the Leave resource in accordance with the Staff Orders and other leave standards, policies and procedures.:

  • • Visits Ministries and Department in order to examine finalised cases of the delegated functions.
  • • Review cases to ensure eligibility for leave benefits in accordance with the standards, policies, principles and procedures.
  • • Prepares reports on findings and submits to the Senior Director making appropriate comments and recommendations.

• To provide professional advice, guidance and recommendations in the administration of leave benefits.:

  • • Interpret and advise Leave Clerks and Senior HR staff on how to proceed with specific leave cases referred.
  • • Provide solutions to solve problems that arise in the MDAs.
  • • Analyses and makes recommendations to accurately solve problems in complex and unusual cases of leave entitlement, retirement dates for eligible employees, and general leave administration.
  • • Provides clarifications and offer reasonable solutions to MDAs and Statutory bodies regarding leave matters.
  • • Investigates cases and presents professional responses to valid appeals by Officers who are dissatisfied with or unclear on the computation of their leave, and by Leave Clerks and Personnel Officers who may have a disparity in relation to a particular case.

• Research, liaise and network with different departments within the Ministry of Finance as well as other MDAs to ensure that rulings made on unique and complex leave matters are informed, balanced and accurate.:

  • • Undertakes research as directed and makes references to relevant regulations, circulars, previous cases and consult with senior officers to ensure the correct dissemination of information and advice using such media as email, telephone, facsimile machines and by letters.
  • • Consults and interacts with the Offices of the Services Commissions, Pensions Branch and other relevant Ministries/Departments to obtain additional information where necessary.

Required Skills

• • Sound knowledge of Legislations, Regulations, Standards, Policies, Principles and Procedures governing leave.
• • Expertise in Staff Order interpretation.
• • High analytical and problem solving skill to solve complex leave related issues.
• • High degree of accuracy in leave computation auditing.
• • Job Knowledge- Demonstrate knowledge of technical skills.
• • Analytical Ability -Weigh facts, make logical deductions.
• • Initiative- Proactive attempts to a job without being told.
• • Team Work Department objectives are met through team effort.
• • Quality of Output-Produce work that is accurate/of remarkable quality.
• • Customer Relations - Meeting internal/external customer requirements.

Qualifications

• • Bachelor’s Degree in the Social Sciences
• • Four (4) years’ experience in auditing pre-retirement leave cases i.e. Service Record and leave computation preparation and verification.

Additional Information and Instructions

📅 Applications Deadline: Wednesday December 18, 2024 📍 Submit Applications to: Senior Director, Human Resource Management & Development Human Resource Management and Development Branch Ministry of Finance and the Public Service 30 National Heroes Circle Kingston 4 📧 Email: hrapplications@mof.gov.jm ℹ️ Subject: Leave Officer (GMG/ SEG 1) 📝 Please ensure the job title of interest is included in the subject line. 🙏 Thank you to all applicants for your interest. Only shortlisted candidates will be contacted.

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