Applications are invited to fill the following vacant post in the Office of His Excellency the Governor-General and Staff: Administrative/Personnel Officer (GMG/AM 4)
Job Purpose
Under the general direction of the Director, Human Resource and Administration (DHR&A), the Administrative/Personnel Officer provides support for various functions in the Unit. These functions include Leave Administration; updating all aspects of Employee Service Records and their relevant research; implementing programmes related to staffing, recruitment and selection, staff welfare and benefits; training and performance management as well as general record keeping, in support of the Unit.
The incumbent, guided by the relevant policies, supports the Director by implementing procedures related to the effective use of human capital within King’s House through an efficient recruitment and selection process which contributes to employing the right balance of employees in terms of skills, competencies and experience. He or she is a participant in employee benefit procedures as well as relevant training and development programmes, all of which contributes to the Office of His Excellency the Governor-General and Staff in attracting the optimum skills and competencies needed to realize its mandate and priorities.
The Administrative/Personnel Officer achieves the above being supportive of ‘a culture of excellence through people performance and partnerships’, coupled with self-motivation, commitment, accountability and responsibility.
Key Responsibilities
Technical/Professional:
Recruitment and Selection:
- Demonstrates the highest standards of ethical and moral conduct in order to promote confidence and trust in the output of the Unit;
- Drafts letters of recommendation to the Office of the Services Commission for employment, acting appointments, assignments, transfers and promotion of employees;
- Assists Programme Managers and Unit Heads to understand and implement Human Resource Management and Administration regulations, policies and procedures;
- Supports the recruitment process by:
- Preparing advertisements to be placed internally and externally as required;
- Reviewing resumes from applicants;
- Creating and submitting shortlists of candidates;
- Confirming interview panel members;
- Creating interview packages with relevant content;
- Confirming use of the Conference Room, and arrange for refreshments;
- Contacts and informs successful and un-successful candidates of interview outcome;
- Arranges for final interviews with the Governor-General as well as reference and background checks once successful candidates have been selected;
- Assists with the recruitment and selection process and appointment of new employees and verify the authenticity of documents presented;
- Prepares job letters as instructed and assists in preparing Orientation Programmes for newly- hired staff. Arrange for medical examinations for permanently appointed staff.
Employee Welfare and Benefit Programmes:
- Computes staff leave entitlement, and ensures that all approved leave is appropriately recorded;
- Prepares submissions for approval and special consideration for Vacation, Special, Sick and No-pay Leave;
- Liaises with the various Units to ensure that all resumption of duties memoranda are processed and submitted to the Finance and Accounting Unit;
- Monitors the Attendance Register and compile the Weekly Absenteeism and Late Arrival Report;
- Prepares draft letters related to warnings and or other disciplinary matters for persistent violators in keeping with GOJ policy guidelines;
- Processes applications for staff members requesting loans and other benefits;
- Assists with the administration of King’s House’s Health Insurance Plan;
- Assists with planning and effecting social and other staff functions and special events.
Retirement Benefits:
- Researches and submits for approval, those records related to employees who have attained retirement age and are eligible for retirement benefits;
- Prepares all relevant documents related to those employees who have attained retirement age. Submit to the Ministry of Finance and
- Planning (MOF&P) for processing and approval of pre-retirement leave.
Performance Management/Training and Development:
- Requests performance reports from the supervisors. Follows-up with those who have not submitted their reports within the stipulated time frame;
- Informs the Director of HRM&A of those who have not submitted reports;
- Receives and circulates related training information to the relevant parties; liaises with the
- Director HRM&A to inform Programme Managers on training and development
possibilities for staff at institutions such as Management Institute for National Development (MIND); - Processes applications and/or recommendations for training and development initiatives in accordance with the approved Training Plan;
- Provides logistical support for in-house training courses.
Record Keeping:
- Creates Personal Files for each new staff member;
- Updates and maintains all staff files as required and ensures that they are secured accordingly. Confidentiality must be maintained at all times;
- Operates a bring-up system for files;
- Updates all staff records, on a regular basis, including Period of Service records and staff lists;
- Provides advice and guidance to the staff on policies and procedures, benefits, conditions of service and regulations of the Public Service;
- Provides input and or statistics for inclusion in the weekly report of the Unit. Prepares other data and ad hoc reports as required;
- Provides input to the one-year Operational Plan for HR&A;
- Contributes to, and supports a culture of excellent customer service to both internal and external customers, as well as efficiency in service delivery;
- Performs any other related duties which may be assigned from time to time by the Director, Human Resource and Administration.
Required Knowledge, Skills and Competencies
- Expert knowledge of the Public Service Regulations, 1961 and the Staff Orders, 2004 for the Public Service
- Expert knowledge of Labour Laws, Employment Regulations and GOJ Regulations that governs employment
- Expert knowledge of Human Resource principles and practices
- Knowledge of Contract Laws
- Proficiency in the use of Microsoft Office Suite
- Excellent oral and written communication skills
- Excellent time management skills
- Excellent interpersonal skills, able to maintain courteous and professional relations with internal and external customers
- Possess the ability to demonstrate a high degree of tact, confidentiality and integrity
- Excellent analytical and problem-solving skills
- Able to efficiently organize and prioritize, and respond quickly to requests
- Is thorough, and pays attention to details
Minimum Required Qualification and Experience
- An Undergraduate Degree in Human Resource Management or equivalent from a recognized tertiary institution;
- At least three (3) years of proven experience in the Public Service.
Special Conditions Associated with the Job
- This is a typical office environment with no adverse working conditions however, there can be pressure on a periodic basis;
- Extended working hours can be expected.
Applications accompanied by résumés should be submitted no later than Tuesday July 27, 2021 to:
Director, Human Resource and Administration
Office of His Excellency the Governor-General and Staff
King’s House
Hope Road
Kingston 6
Fax: (876) 946-9368
Email: humanresources@kingshouse.gov.jm
Please note that only shortlisted applicants will be contacted.