Administrator (GMG/AM 3)

Job Purpose

Under the general direction of the Principal Director, the Administrator provides technical and administrative support to ensure effective and efficient operations of National Spatial Data Management Branch. His/her responsibilities include aiding in strategic planning, overseeing procurement processes, preparing essential reports, and facilitating meetings for the Land Information Council of Jamaica (LICJ). The incumbent also coordinates with stakeholders and manages logistics, supporting daily operations and contributing to strategic goals, significantly advancing spatial data management initiatives 

Key Responsibilities

Management/Administrative: 

• Assists in the preparation of the Branch’s Strategic Business and Operational Plans, Procurement Plans and Cash Flows; 
• Assists with the preparation of the Branch’s budget and related budgetary programmes;
• Develops Individual work plan based on alignment with the Operational and Strategic Plan;
• Participates in meetings, workshops, seminars and other events as needed. 

Technical/Professional: 

• Assists with the implementation of the Division’s projects and programme such as: draft technical programme related correspondences; 
• Conducts research and executes questionnaires and prepares resulting reports;
• Assists in organizing and coordinating, workshops, seminars, training sessions, exhibitions, forums conducted by the Branch; 
• Conducts research to assist with the preparation of Cabinet Notes and Submissions;
• Collates information and prepares the Branch’s Annual report, ESSJ report and other special reports; 
• Prepares brochures and relevant literature for workshops and courses; 
• Performs technical secretarial services for the Land Information Council of Jamaica:
  • Schedules and convenes LICJ and its sub-committee meetings; 
  • Prepares minutes of meetings; 
  • Researches and prepares briefs and reports for sub-committee matters; 
• Answers queries and prepares responses to requests from members of the LICJ, Government agencies and the general public; 
• Maintains adequate levels of stationery and supplies at the LICJ Geo-informatics Training Centre and for the Division; 
• Undertakes the procurement of equipment and supplies for the Division in collaboration with the Procurement Unit; 
• Manages and maintains inventory records for all goods, equipment and furniture reposed in the Division; 
• Organizes and ensures all existing and new furniture, equipment and other goods are marked and related inventory registers updated; 
• Prepares and maintains all invoices generated from services delivered by the division;
• Arranges for the expeditious processing of bills generated; 
• Manages the petty cash account and generates statements and reports as required. 

Human Resource: 

• Monitors and evaluates the performance of the Attendant, prepares performance appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attain established personal and/or organizational goals. 
• Supervises the Senior Office Attendant: 
  • Monitors the cleaning and maintenance of office environment; 
  • Manages and monitors the dispatch and collection of mail; 
  • Oversees and monitors the distribution and use of cleaning supplies and other products/materials; 
• Performs other related duties as assigned. 

Required Knowledge, Skills and Competencies

Core: 

• Oral and written communication skills. 
• Interpersonal skills. 
• Results and team-oriented. 

Technical: 

• Analytical skills. 
• Strong planning and organizing skills. 
• Solid research and information-gathering skills. 
• Technical report writing skills. 
• Practical experience in budget preparation 
• Comprehensive understanding of the scope and value of budget administration.
• Ability to investigate budgets for effective control of expenditure and income.
• Good knowledge of government procurement policies and regulations. 
• Competency in the use of Microsoft Suite of productivity tools. 

Minimum Required Qualification and Experience

• A First Degree in Public/Business Administration or a related discipline. Knowledge of GIS or spatial science applications would be an asset. 
• Two (2) years’ working experience in administration. 

OR 

• Associate Degree in Public/Business Administration or related discipline. Knowledge of GIS or spatial science applications would be an asset. 
• Four (4) years’ working experience in administration. 

Please note that only shortlisted applicants will be contacted.