Asset and Office Manager (GMG/AM 3)

Key Responsibilities

Management/Administrative:

• Participates in the design and development of the Budget, Operational and Work Plans for the Unit;
• Participates in the development of system and procedures relating to the operations of the Unit.

Technical/Professional:

• Makes recommendations regarding the procurement of furniture, equipment and other supplies, including services, in accordance with Government’s policies and procedures;
• Ensures that the Disaster Preparedness and Response Teams within the Ministry operates effectively and efficiently;
• Checks Attendance Register to ensure that the signatures of officers who work late on weekends are recorded and authentic, in order to verify and validate claims for payment of Overtime Allowance and security purposes;
• Ensures the recording and vetting of visitor’s register at the Receptionist Desk daily;
• Records all items leaving the Ministry for repairs, and follows-up to ensure that items are returned in good condition;
• Issues Gate Passes for equipment, furniture and machines leaving the Ministry;
• Prepares Overtime Schedule for Office Attendants and Maintenance Technician;
• Maintains custody of keys for doors and office equipment;
• Ensures the maintenance of fire extinguishers;
• Oversees the implementation of works being carried out by contractors;
• Oversees the security of the Power Rooms and equipment;
• Obtains where necessary and submits estimates for repairs from suppliers to the Director of Facilities Management and Administration for evaluation and selection;
• Checks, submits and follows-up on payment of bills from relevant suppliers;
• Obtains estimates showing breakdown of repairs to be done;
• Oversees the general upkeep of the Ministry’s assets;
• Ensures non-vending within the offices;
• Recommends areas for cost containment and reduction;
• Develops and maintains a Service Schedule for machine and equipment owned by the Ministry;
• Ensures that office amenities are maintained;
• Administers the security arrangements for the protection of staff, Government properties and facilities, and makes arrangements for the protection of official buildings against acts of violence;
• Establishes a system to keep staff adequately informed of relevant security features and general security information;
• Establishes and maintains effective liaisons with Law Enforcement Agencies, the fire service, security contractors and security managers as a means of informing the development of security approaches and strategies
• Plans and organizes exercises to sensitize Ministry staff on matters of safety and security, provides security and safety briefs, literatures on tips as necessary;
• Participates in the negotiation of contracts with private security providers;
• Liaises with the contracted security firm and Police to ensure that the prescribed standards of security are adhered to;
• Develops and implements systems and procedures for handling security breaches and acts as a chief contact in cases involving the police and/or other external security forces;
• Checks/initials the signatures of Security Guards in the Attendance Registers, obtains and reconciles bills from the Security Company and submits them for payment;
• Monitors the Security Guards to ensure that they conform to the directives/guidelines of the Ministry;
• Checks invoices forwarded by the Security Firm prior to submission for payment;
• Prepares a Master Inventory Record of all assets owned by Ministry in categorical order, comprising date of items purchased, depreciation and location;
• Prepares a list of furniture for Board of Survey; removes items from Location and Master Inventory Records, and records the transfer of items from offices;
• Records all items leaving the Ministry for repairs or loan, and follows-up to ensure that items are returned in good condition;
• Develops and implements a Preventative Maintenance System for buildings and equipment;
• Ensures the provisions of adequate amenities/facilities such as light power, air conditioning, generator/pump equipment and domestic office supplies;
• Ensures that the maintenance of the building and the working environment are kept at acceptable standards;
• Ensures the grounds and building of the Ministry are maintained in a satisfactory condition;
• Assists in the procurement, installation, refurbishing and inspection of equipment;
• Monitors actual cost against budget and explains variances;
• Provides adequate office accommodation and relevant physical facilities so as to ensure that the Ministry’s operations are conducted in a comfortable and conducive environment;
• Researches and implements cost efficient telecommunications plans for Ministry’s personnel;
• Makes recommendations or adequate office accommodations, machinery and equipment for the comfort of the staff;
• Implements ‘green’ policies for energy conservation;
• Ensures effective communications with Janitorial Service Providers on routine and emergency maintenance service issues;
• Arranges for the distribution of newspaper to relevant officers;
• Develops new seating plans and manages modifications to existing accommodation arrangements;
• Ensures that adequate telephone facilities are provided for all staff;
• Ensures that the switchboard and its extensions as well as direct telephone lines are in good working condition and addresses any staff related problems associated with telephone service;
• Ensures that the Reception Area is adequately staffed and protocol observed and good quality Customer Service is delivered at all times to visitors and staff;
• Maintains a Help-Desk service;
• Ensures that adequate auxiliary staff are in place to provide the required services for the Ministry’s internal and external clients;
• Oversees the provision of support services by Office Attendants;
• Investigates complaints and decides on the course of action to be taken;
• Liaises with the Registrar on the smooth operation of the mail delivery service;
• Co-ordinates activities to facilitate the provisions for refreshments and lunches as required;
• Ensures that conference rooms are in a satisfactory state of readiness for meetings etc.;
• Liaises with the I.T. Department to ensure the provision of electronic equipment for meetings as required;
• Co-ordinates and monitors energy reduction and conservation activities within the Ministry;
• Promotes the concept of energy conservation vigorously;
• Reports to providers and ensures correction of defects to utility systems;
• Introduces and maintains cost saving measures for utility systems;
• Submits recommendations related to energy conservation programmes;
• Plans, organizes and administers resolutions to energy related problems;

Human Resource:

• Manages the welfare of direct reports through the preparation of Performance Appraisals and recommendation of required training and development programmes;
• Provides leadership to staff through effective communication and delegation;
• Provides guidance to staff through coaching and counseling;
• Participates in the recruitment of staff for the Unit;
• Ensures that staff is aware of and adhere to policies and guidelines of the Ministry;
• Performs any other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies

Core:

• Excellent oral and written communication skills
• Excellent interpersonal skills
• Excellent time management
• Excellent planning and organizing skills
• Good integrity and ethics exercised in the performance of duties

Functional:

• Good technical skills
• Good judgment and decision-making skills
• Excellent analytical skills
• Sound knowledge of financial/accounting principles and inventory management
• Good knowledge of Government’s procurement policy
• Sound knowledge of the Financial Administration and Audit (FAA) Act
• Good knowledge of the relevant computer applications

Minimum Required Qualification and Experience

• First Degree in Public Administration or Management Studies from a recognized institution;
• Three (3) years’ work experience in a similar position.

Please note that only shortlisted applicants will be contacted.