Operations Supervisor – Document Management & Logistics (Level 6)

Summary

Under the direction of the Operations Supervisor, Document Management and Logistics, the Document Management and Logistics Officer is responsible for overseeing the efficient and accurate management of documents and logistics within the passport production process. This role requires exceptional attention to detail, strong organizational skills, and the ability to thrive in a fast-paced, deadline-driven environment. 💰Salary: $5,198,035 JMD per annum

Responsibilities

• Technical/Professional:

  • • Receive, examine, and verify documents for completeness and accuracy.
  • • Organize and maintain physical and digital filing systems for all incoming and outgoing documents.
  • • Prepare documents for scanning, including sorting by type.
  • • Scan documents using specialized scanning equipment and software.
  • • Perform quality control checks on scanned documents to ensure accuracy and legibility.
  • • Maintain proper inventory control over documents, ensuring security and confidentiality.
  • • Retrieve documents as requested by authorized personnel and maintain a log of document retrieval.
  • • Assist in the development and implementation of standardized operating procedures in the document management and logistics section.
  • • Provide administrative support, including data entry, copying, and filing.
  • • Collaborate with other departments to coordinate document retrieval and delivery.
  • • Monitor and track document movement throughout the passport production process.
  • • Prepare documents for shipment and ensure accurate and timely delivery.
  • • Maintain accurate and up-to-date records of document production and transportation activities.
  • • Troubleshoot and resolve document management system errors or issues.
  • • Maintain confidentiality and integrity of all documents and information handled.
  • • Adhere to all security, safety, and regulatory guidelines related to document management and logistics operations.
  • • Provide assistance and support during internal and external audits pertaining to document management.

• Human Resource:

  • • Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch’s and organization’s goals.

• Other:

  • • Performs other related duties that may from time to time be assigned.

Required Skills

• Core:

  • • Good analytical and judgement skills
  • • Good planning and time management skills.
  • • Good decision-making, critical thinking and problem solving skills.
  • • Good leadership, networking and relationship-building skills.
  • • Ability to exercise sound judgement and attention to detail.
  • • Strong skills in teamwork and cooperation.
  • • Strong goal/result orientation.
  • • Excellent integrity/ethics exercised in the performance of duties.

• Technical:

  • • Knowledge of applicable laws and policies related to Executive Agencies, National Security and Border Protection.
  • • Strong knowledge of computerized systems and software.
  • • Sound knowledge of the laws, regulations, principles and practices relating to public administration.
  • • Strong knowledge of principles and practices related to document management, data protection and logistics.
  • • Good equipment troubleshooting skills.
  • • Strong knowledge of the PICA’s policies and procedures.
  • • Knowledge of the Data Protection Act, policies and procedures.
  • • Proficiency in the use of relevant computer software and computer applications.

Qualifications

• • Diploma in Business Administration or equivalent qualification.
• • One (1) years’ experience in a registry/logistics environment.
OR
• • HEART/NSTA Certification in Records and Information Management Level 4.
• • Five (5) years’ experience in a registry/logistics environment.

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • Duties will be performed in an office equipped with standard office tools and specialized software.
  • • The environment is a fast paced production setting with ongoing interactions with other employees who may be located in close proximity.
  • • Meeting tight deadlines which will result in high degrees of pressure is a common feature of the job.
  • • The incumbent may be required to work beyond normal office hours from time to time.

For all general job applications, kindly send résumés and application letters to 📧 recruitment@pica.gov.jm. If you believe you possess the above qualities and a strong desire to help the Agency fulfill its mandate, you are invited to submit your applications accompanied by detailed resume to: Director, Human Resources (Assigned) Passport Immigration & Citizenship Agency, 8 Waterloo Road, Kingston 10 ℹ️ Click Apply Now for the direct application link 🔗 Please indicate the name of the post that you are applying for in the subject line NO LATER THAN FRIDAY, June 6, 2025 @ 4:00 P.M. No hand delivered application will be accepted

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