Director - Administration and Special Services

Summary

Reporting to the Permanent Secretary and the Cabinet Secretary, the Director, Administration and Special Services is responsible for ensuring that the Division develops, implements and maintains policies and procedures that support the achievement of the strategic objectives of the Office of the Prime Minister (OPM) and the Office of the Cabinet (OC), through the delivery of effective and efficient services.

Responsibilities

• • Provides strategic leadership and direction for the co-ordinated development of the responsibilities under portfolio;
• • Supports the Permanent Secretary and the Cabinet Secretary/Permanent Secretary in the execution of his/her responsibilities to achieve the objectives of the respective Offices;
• • Co-ordinates the preparation of the Strategic/Corporate and Operational Plans for the Division and monitors the implementation of these plans to ensure that the Division’s work is carried in accordance with these plans;
• • Establishes effective internal control systems as specified in the Financial Administration and Audit (FAA) Act, Public Procurement Act and Regulations, GOJ Procurement Guidelines, the Access to Information Act, Public Bodies Management Act and various policy circulars that are issued from time to time;
• • Prepares submissions to the Public Procurement Commission and to Cabinet, as required;
• • Develops and ensures the implementation of strategies for the conservation of utilities throughout the Ministry and other premises within the span of control;
• • Manages projects for major refurbishing and/or repairs of buildings;
• • Develops/Reviews Framework Agreements for service contracts; as needed;
• • Conduct seminars and workshops on Procurement Procedure for OPM and related agencies;
• • Co-ordinates the establishment of systems and procedures to manage the efficient processing, filing and retrieval of the Ministries’ records;
• • Provides oversight to the efficient and effective management of the social events and functions hosted by the Prime Minister, Ministers of Government assigned to OPM and on behalf of the Office of the Prime Minister and the Office of the Cabinet;
• • Co-ordinates logistics for conferences, state visits and banquets hosted by the Government of Jamaica and co-ordinated by the Office of the Prime Minister.

Desired Traits and Characteristics

• • Excellent leadership and management skills;
• • Excellent presentation, oral and written communication skills (ability to communicate effectively with all types of customers and provide clear and concise responses);
• • Excellent research and analytical skills;
• • Excellent planning, organizing and presentation skills;
• • Excellent judgment, decision-making and problem-solving skills.

Qualifications

• • Excellent interpersonal and customer relations skills;
• • Excellent negotiating skills;
• • Project planning and management skills;
• • Knowledge of the operations of GoJ policies and procedures, the Financial Administration Audit (FAA) Act, the Public Bodies Management Act, the Public Procurement Act and Regulations and the Access to Information Act;
• • Knowledge of property management and office/inventory management;
• • Knowledge of contract management and reporting requirements;
• • Knowledge of records information management systems;
• • Proficient in use of relevant computer applications and software, Microsoft Office Suite Proficient in use of relevant computer applications and software, Microsoft Office Suite
• • Master’s Degree in Management Studies, Public Administration, Business Administration, Social Sciences or other related field from an accredited tertiary institution;
• • Five (5) years’ work experience at a senior level in Administration or Corporate Services;
• • Demonstrated experience in achieving significant organizational change and improvements.

Additional Information and Instructions

Special Conditions Associated with the Job: 🚗 Travel Required: Attendance at meetings/workshops at off-site locations. ⏰ Extended Hours: May need to work beyond normal hours, including weekends and public holidays, when necessary. 📢 How to Apply: 📅 Deadline: Tuesday, 17th December, 2024 📍 Submit Applications to: Senior Director Human Resource Development and Management Office of the Prime Minister 1 Devon Road Kingston 10 ✉️ Email: jobs@opm.gov.jm ℹ️ Subject Line: Director - Administration and Special Services (GMG/SEG 5) 💡 Further Details: Contact the Human Resource Development and Management Division for additional information about the role. ⚠️ Note: Only shortlisted applicants will be contacted.

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