Job Information
Deputy Governor-General’s Secretary (Private) (GMG/SEG 4)
Company Information
Job Information
Description
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Office of The Governor-General and Staff, Kings House
Category
Administrative
Posted
17-09-2024
Job Status
Start Publishing
17-09-2024
Stop Publishing
01-10-2024
Applications are invited for the following post in the Office of The Governor-General and Staff, Kings House: Deputy Governor-General’s Secretary (Private) (GMG/SEG 4), salary range $6,333,301 – $8,517,586 per annum.
Job Purpose
The Deputy Governor-General’s Secretary (Private) (DGGS-P) provides direct support to The Governor-General in the exercise of his/her constitutional, legislative, and ceremonial duties, and social duties and community activities. The incumbent is responsible for the strategic direction, the Operational Plan and Budget and the timely delivery of services of the five operational Units under the Private Establishment of the Governor-General, namely, (1) Private Secretariat; Events Management; (3) the Residence of The Governor-General, (4) the House; and (5) the Landscaping/Grounds and Farm staff. The incumbent also has oversight responsibility of the Project Officer and the Executive Secretary for the Governor-General’s Programme for Excellence (GGPE).
The Deputy Governor-General’s Secretary (Private) collaborates closely with the Aide-de-Camp to The Governor-General, the Deputy Governor-General’s Secretary (Corporate), the Press Secretary, the Property Administrator, the Director of Finance and the Director of Human Resource and Administration.
This significant role requires a high level of organizational skills and energy, as well as knowledge of King’s House and its operations, State protocol, public relations and event planning.
The incumbent seeks to achieve the job purpose by embracing, demonstrating and contributing to the Vision of the Office of His Excellency The Governor-General and Staff, “A culture of excellence through people performance and partnerships”.
Key Responsibilities
Management/Administrative:
- Makes recommendations to The Governor-General in relation to the structure and operations of the Private Establishment to include but not limited to staffing needs, policies and procedures to assure its effective operation;
- Makes recommendations to The Governor-General in relation to his social duties and community activities. Plans and executes The Governor-General’s annual Corporate tours, Parish tours, school visits and hospital tours;
- Seeks sponsorship of gifts for Hospital tours, and to meet other charitable needs as identified by The Governor-General;
- Contributes to the finalization of The Governor-General’s annual, monthly and weekly schedule of activities;
- Contributes to the Organization’s Four-year Strategic Plan;
- Prepares annual Statutory Budget, Operational Plan and Budget for the Private Establishment. Monitors the performance of operational units to plan; approves adjustments where necessary and prepares quarterly performance reports. Prepares monthly cash flow requirements for the Private Establishment. Analyzes expenditure to budget and implements corrective measures where necessary;
- Provides leadership and management oversight for the six (6) operational units under the Private Establishment, namely (1) the Executive and Private Secretariat, (2) Events Management, (3) the Residence of The Governor-General, (4) the House, (5) the Landscaping/Grounds and Farm and (6) the GGPE;
- Directs and oversees support activities in relation to The Governor-General’s constitutional, legislative and ceremonial duties;
- Provides general oversight of the community activities of the GGPE’s Project Office.
- Participates in Management Committee meetings and collaborates with the National Co-ordinator in executing the programs of the GGPE. Serves as a signatory on GGPE bank accounts;
- Collaborates with the Aide-de-Camp to the Governor-General to realize the desired outcomes for all appointments, events, and other matters that directly or indirectly impact The Governor-General;
- Co-ordinates the procurement of ceremonial dress for The Governor-General as required;
- Collaborates with the Press Secretary to assure timely preparation and delivery of Remarks, Greetings, Speeches, Messages, or other such information to be delivered by The Governor-General or his/her designated representative;
- Provides support for the compilation of guests lists and the preparation and distribution of the annual calendar and Christmas card;
- Collaborates with the Deputy Governor-General’s Secretary (Corporate) and Property
- Manager on matters relating to the maintenance, refurbishing, and general upkeep of the Main building and those assigned for Staff accommodation;
- Provides guidance to the operational unit managers and supervisors in the Private Establishment for the preparation of requisitions for the procurement of goods and services, in keeping with applicable procurement policies, procedures and approved Budget;
- Approves requisitions for procurement, bills for payment, overtime requests, overtime claims, transportation claims, and other requests that may arise from time to time in accordance with budget provisions;
- Monitors the addition of fixed assets and inventory items to all operational units. Approves all disposal of defective or damaged items;
- Reviews monthly stock count reports; approves shopping lists for the Private Stores inventory, events, and other ad hoc needs. Conducts periodic audit of the Private Stores; approves changes as necessary;
- Monitors the ongoing update of The Governor-General’s Personal Mailing List. Oversees the ongoing update of other mailing lists managed by the Office;
- Oversees the preparation of guest lists and invitations for events directed by the Private Establishment; manages quality control activities; monitors dispatch of invitations and RSVP data and communicates as needed to relevant publics;
- Recommends uniform allocation, style and process for the Private Staff;
- Provides oversight of activities of the Grounds Men and Farm Hands. Facilitates meetings as required to engage and motivate them and address concerns;
- Monitors the Staff List of the Private Establishment, classification levels and compensation to ensure they are keeping with the requirements of the Organization. Prepares weekly, monthly and annual reports as required, on activities under portfolio responsibilities;
- Reviews staffing schedules and assignments for weekends, holidays, and other special events;
- Reviews and actions correspondences as required;
- Adheres to required GOJ Procurement Guidelines in selecting contracts for services.
Technical/Professional:
- Provides leadership and supervisory oversight for the diverse tasks to successfully deliver all Royal Visits, State events, Diplomatic Dinners, meetings and other events hosted by The Governor-General at King’s House or external locations;
- Participates in and/or chairs pre-event planning and post-event evaluation meetings. Monitors deliverables assigned to operational units to assure completion within agreed timelines;
- Collaborates with the ADC to provide guidance on State protocol and the required protocol attendant to all events attended by and/or hosted by The Governor-General;
- Develops policies and procedures to assure the effective operations of the Private Establishment;
- Reviews and approves the Standard Operating Procedures for each operational Unit;
- Provides direct input on furniture, fixtures, fittings, equipment, décor and design elements for all areas of the Main Building and Residence. Prioritizes needs, identifies desired items and suppliers of required services as needed; oversees major décor and refurbishing activities in the Residence and the House;
- Provides direct input on the layout and design elements of staff accommodations; meets with suppliers of services as required; oversees major refurbishing activities;
- Coordinates with the Ministry of Health and Wellness for the necessary arrangements for medical coverage for Royal Visits, State events, and The Governor-General’s Social Programme;
- Provides support for the Organization’s Disaster Preparedness and Emergency
Management Plan.
Departmental Human Resource:
- Participates in the interviewing and selection of staff.
Recommends terms and conditions for the engagement of Private staff.
Reviews job descriptions for the Private Staff.
Supervises Unit Managers and other direct reports by:
Setting objectives and performance measures - Approving work plans and monitoring progress
- Recommending and/or approving disciplinary action
- Approving leave applications;
- Assesses training needs and recommends training interventions for Staff in keeping with operational objectives. Provides on-going coaching and conducts training sessions as required to meet identified needs;
- Monitors probationary periods, contract renewals, and terminations. Carries out performance evaluation processes;
- Establishes regularly scheduled meetings with Unit Heads to co-ordinate operational activities, motivate, impart information, and address concerns.
Other:
- Facilitates coaching and training sessions as needed for the different staff groups;
- Monitors renewal of Food Handler’s Permits;
- Oversees seasonal decorations of the Main Building and The Governor-General’s end-of-year activities;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
- Knowledge of Strategic Planning and Budgeting
- Knowledge of Supervisory Management
- Knowledge of Event and Project Management
- Knowledge of Research and policy development
- Practical exposure to, and sound understanding of the modes of State protocol
- Knowledge of luxury items, antiques and design/décor
- Knowledge of Government procurement procedures
- Loyal, composed, trustworthy and demonstrates impeccable integrity
- Confidential and professional in personal conduct and execution of duties
- Able to lead, manage, organize, set priorities, multi-task and meet deadlines
- Able to anticipate customer needs, change goals and direction quickly
- A problem-solving and results-driven individual with an eye for detail
- Able to apply good judgment, negotiate, exercise initiative and cope well under pressure
- Communicates effectively in both oral and written form with persons at all levels
- Well-developed social and inter-personal skills and the ability to work well with internal and external customers
- Literate in Microsoft Office applications
Minimum Required Qualification and Experience
- An Undergraduate Degree in Hospitality Management, Business or related discipline from a recognized tertiary institution or its equivalent;
- Specialized training in General Administration;
- Supervisory Management certification;
- Five (5) years of proven successful experience at a senior management level and/or managing events/projects in Government and/or Private Sector entities.
Special Conditions Associated with the Job
- The Deputy Governor-General’s Secretary (Private) is expected to lead by example and take a non-traditional approach to working hours. This means that he or she may be required to work a flexible schedule which will include long hours, work on weekends and Public Holidays at times;
- Travelling is required.
Applications accompanied by résumés should be submitted via email, no later than Monday, 30th September, 2024 to:
Director, Human Resources and Administration
Office of His Excellency The Governor-General and Staff
King’s House
Hope Road
Kingston 6
Office of His Excellency The Governor-General and Staff
King’s House
Hope Road
Kingston 6
Email: humanresources@kingshouse.gov.jm
Please note that only shortlisted applicants will be contacted.
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