Job Information
Director, Administration, Asset and Security Management (GMG/SEG 3)
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
Ministry of Foreign Affairs and Foreign Trade
Category
Procurement
Posted
09-09-2024
Job Status
Start Publishing
09-09-2024
Stop Publishing
20-09-2024
Applications are invited for the following post in the Ministry of Foreign Affairs and Foreign Trade (MFAFT): Director, Administration, Asset and Security Management (GMG/SEG 3) – (Vacant), salary range $5,198,035 - $6,990,779 per annum.
Job Purpose
The incumbent will plan, direct and co-ordinate the management and execution of all functions relating to administration, property management, children aftercare programme and security at the Headquarters of the Ministry of Foreign Affairs and Foreign Trade (MFAFT), and provide guidance on these matters to MFAFT’s overseas missions. He/She will also ensure that all amenities are adequate and suitable to meet the MFAFT’s needs, provide a safe and secure working environment by ensuring the establishment and observance of systems for the protection of MFAFT’s personnel, visitors and physical assets during routine, as well as emergent situations.
Key Responsibilities
Management/Administration:
- Provides leadership, support and guidance to staff to ensure that the Department is effectively managed;
- Develops and monitors the Operation and Work Plans with the supporting Budget for the department. Ensures that all the relevant activities to be undertaken and required resources are considered and that expenditures are made within the budgetary allocation;
- Plans, co-ordinates and directs all the activities of the Office Management, Asset, Security and Maintenance and Communications Sections and monitors the performance of the Department;
- Establishes and enforces standards and rules of professional conduct for staff within the department in order to maintain the highest degree of confidence in its integrity and efficiency;
- Participates in meetings of the Ministry’s Information Technology and Procurement
Committees; - Ensures staff has sufficient and appropriate physical resources to undertake their duties efficiently and effectively;
- Liaises with the Chief of Protocol to assist with logistic arrangements for Official and State events.
- Professional/Technical:
- Management and Co-ordination of Office Services
- Liaises with Heads of Department to ensure that appropriate administrative support systems are in place and that the physical office facilities are adequate for the needs of staff;
- Develops Procedural Manuals and Forms as a guide to assist staff in the Office Management and Communications Sections;
- Provides general instructions and guidance to staff on policy matters and procedures relating to the functions of the Office Management and Communications;
- Ensures the integrity of classified information transmitted through the Communications Section;
- Ensures that assignments and tasks are carried out according to established procedures;
- Co-ordinates and manages the Capital Budget;
- Approves furniture and equipment list to be sent for Board of Survey;
- Ensures strict adherence to the Ministry’s Motor Vehicle Fleet and Protocol Car Policies and proper use of petrol advance cards;
- Liaises with contractors/suppliers in resolving discrepancies on a timely basis;
- Develops and monitors a centralized fixed asset inventory management system for the Ministry and its overseas Missions;
- Investigates and responds to Audit queries from the Internal Audit Unit and/or the Auditor
General’s Department.
- Security Programme
- Develops and monitors security plans/programmes for physical security, incident management and investigation;
- Manages, maintains and ensures the security of MFAFT’s inventory and assets;
- Ensures that a safe and secure working environment is provided;
- Provides leadership and advice to management on security policies and practices, identifies risks and develops and recommends mitigating strategies;
- Develops and implements policies and procedures to guide staff on the security procedures of the Ministry;
- Develops and implements security plans, policies and guidelines governing access privileges to MFAFT’s facilities;
- Liaises with Security Company and the Police on security matters relating to the Ministry;
- Briefs front desk and security personnel on security procedures;
- Develops and monitors security plans for the issuing of security badges and identification cards to staff members;
- Prepares employees accident reports; identifies and resolves safety hazards for staff; arranges for employee safety training; maintains safety records and facilitates compliance with related rules, regulation, standards and laws;
- Oversees the monitoring of the closed-circuit television (CCTV) security system.
- Maintenance of Building Infrastructure
- Prepares and manages the budget for the maintenance and energy conservation services to ensure that clear and demonstrable cost management is maintained;
- Oversees the preparation of Requests for Proposal (RFP) and Scope of Works for works and services to be undertaken by MFAFT and its overseas missions;
- Reviews recommendations from overseas missions for the renovation or construction of Chanceries and Official Residences owned by the Government of Jamaica. Leads initiatives to acquire, construct, upgrade and maintain such premises in the most cost-effective manner;
- Oversees the activities of technical and professional consultants and contractors required to undertake maintenance and/or construction projects;
- Communicates regularly with the property managers and owners of the building on matters related to the maintenance of the building and grounds.
- Disaster Preparedness Programme
- Assists in the co-ordination of the Disaster Preparedness Programme for the Ministry to ensure that the physical facilities, furniture, equipment and official documents are safeguarded and protected from damage in the event of a disaster.
- Establishes and maintains communication with key external agencies, such as the Office of the Disaster Preparedness and Emergency Management (ODPEM), Red Cross, Jamaica Constabulary Force and Jamaica Defence Force, to formulate strategies to be employed in case of emergencies;
- Prepares and disseminates information to floor wardens and members of staff relating to disaster preparedness;
- Attends meetings at ODPEM to discuss matters related to the Ministry’s state of preparedness for disasters;
- Manages and maintains an adequate amount of emergency supplies.
- Monitoring the Ministry’s Environmental Programme
- Assists in monitoring the implementation of the Ministry’s Environmental Programme to create a ‘greener’, healthier working environment;
- Represents the Ministry at Environmental Workshops;
- Organizes workshops for service providers relating to environmental matters;
- Monitors and reports on the implementation of environmentally friendly cost-cutting initiatives based on reuse, reduction and recycling strategies;
- Ensures the implementation of adequate health and safety measures in the workplace.
Human Resource Management:
- Develops and manages the Department’s HR plan that addresses staff requirements, welfare matters and succession planning, and liaises with the Human Resource Management and Development Department;
- Supervises staff of the Office Management, Asset Security and Maintenance and Communication Sections and allocates assignments;
- Participates in the recruitment of staff for the Department and ensures that they are aware of and adhere to the policies and procedures of the Department;
- Conducts periodical reviews of supervisees, in accordance with the Operation and Work Plans;
- Supervises the staff in the kitchen and children play areas;
- Completes final performance assessments and recommends appropriate training and development programmes;
- Develops and maintains effective co-operative working relationships with staff;
- Initiates and participates in disciplinary proceedings relating to staff members within the Department and implements corrective measures;
- Ensures that all of MFAFT’s values are embraced by all staff members within the Department.
Required Knowledge, Skills and Competencies
- Good knowledge of security issues and the national security environment
- Knowledge of contract and property management
- Organizational awareness - knowledge of the role and function of the Ministry
- Knowledge of Budgeting and Corporate Planning procedures
- Sound knowledge of modern office practices and procedures
- Strong supervisory skill.
- Excellent inter-personal skills
- Good planning and organizing skills
- Good oral and written communications skills
- Conflict management skills
- Good working knowledge of GOJ Procurement Policies and Procedures
- Knowledge of the Financial, Administration and Audit (FAA) Act
- Knowledge of the Contractor General’s Act
- Knowledge of principles of supplies and inventory management
- Basic negotiating skills
- Awareness of disaster management procedures
- Problem-solving skills. Ability to exercise sound judgment in difficult situations
- Change management skills
- Working knowledge of computer systems and relevant applications
- Knowledge of basic protocol practices and procedures would be an asset
Minimum Required Qualification and Experience
- Bachelors Degree in Business Administration or the equivalent qualifications;
- Six (6) years’ experience in a related field, three (3) years of which should be in a senior management position;
- Certificate in Project Management would be and asset;
- Experience in developing and implementing security systems and procedures would be an asset;
- Experience in property management and/or building maintenance would be an asset.
Applications accompanied by résumés should be submitted no later than Thursday, 19th September, 2024 to:
Senior Director
Human Resource Management and Development
Ministry of Foreign Affairs and Foreign Trade
2 Port Royal Street
Kingston
Ministry of Foreign Affairs and Foreign Trade
2 Port Royal Street
Kingston
Email: recruitment@mfaft.gov.jm
Further details regarding the positions may be obtained from the Human Resource Management and Development Department.
Please note that only shortlisted applicants will be contacted.
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