Manager, Administration (GMG/SEG 2)

Job Purpose

Under the general supervision of the Director, Planning and Administration, the Manager Administration has the responsibility to provide leadership in the conducting of the daily office operations of the Division for the enhancement of greater efficiency and effectiveness. The incumbent would assume those functions that are aligned to facilities management, asset management (fixed assets and inventory), public procurement and utilities management 

Key Responsibilities

Management/Administrative: 

• Develops, implement and revise office management policies and procedures in accordance with workplace health and safety; 
• Develops and implement asset management programmes, providing professional oversight to Asset, Inventory and Utilities Management activities to protect the Departments investment and financial interests; 
• Ensures that adequate supplies/amenities are available and office equipment is in good working order; 
• Monitors the procurement of goods and services; 
• Oversees the inventory of furniture and equipment assigned to the Division;
• Provides efficient customer and telephone services; 
• Monitors and ensure efficient submissions and timely dispatch of suppliers’ invoices and cheques by the Accounts support team;
• Implements innovative management procedures to promote cost saving measures for the Division’s expenditure. 

Technical/Professional: 

• Determines the needs for reconfiguration and reassignment of furniture and equipment;
• Establishes preventative maintenance schedules for machinery, equipment and furniture;
• Coordinates property/office-refurbishing activities to enable the provision of adequate staff accommodation; 
• Arranges the on-going disposal of unserviceable stores in collaboration with the Asset Management Branch of the Department; 
• Assesses and documents any deficiency, loss, damage or destruction of Government assets;
• Reconciles fuel expenses in keeping with budgetary provisions in order to ensure economical usage; 
• Facilitates the scheduling of maintenance and repairs services; 
• Ensures that the Occupational Health and Safety guidelines are shared and adhered to;
• Coordinates the orientation and onboarding of new members of staff to include the provision of telephone codes, computer, furniture and equipment, etc.; 
• Oversees the maintenance of an effective provision janitorial service to the Department;
• Manages the Division’s assets, such as printers, computers, phones etc. and arranges for the prompt repair or replacement of faulty equipment; 
• Supervises the records management system to facilitate the efficient handling of general and highly sensitive records; 
• Manages the procurement of goods and services for the Department; 
• Liaises with the ministry in the planning disaster control measures including the provision of emergency supplies, arranging periodic security drills; 
• Monitors the purchasing of goods and services required for the operations of the functions;
• Reviews utility bills, detect discrepancies and submit for payment; 
• Develops and implements conservation strategies; 
• Certifies invoices and requisitions for goods and services; 
• Liaises with suppliers to obtain updated information on raw material, stationary items, equipment, furniture, fixtures and fittings; 
• Consults with Managers/Staff on aspects of testing/specification and overall suitability of goods and services; 
• Evaluates the performance of goods and service providers to determine whether or not value for money is obtained; 
• Liaises with other Branch Managers to ascertain needs as well as ensuring that contractual agreements relating to purchasing and lease arrangements are adhered to; 
• Ensures that adequate telephone facilities are provided for staff; 
• Ensures the receptionist area is adequately staffed and protocols observed in the handling of visitors and staff; 
• Ensures that the environment at the reception area is hospitable and that the staff members assigned are performing satisfactorily; 
• Receives completed documentations (suppliers’ invoices, commitment vouchers and requisitions); 
• Ensures that authorized documents are dispatched to MOF&PS Finance and Accounts Division for further action such as the preparation of payments and/or Purchase Orders;
• Manages daily Petty Cash Accounting System and records all monies received in the Receipt Cash Book; 
• Receives requests for funds duly certified from Branch Heads and approved by Director Planning and Administration; 
• Serves as a resource for the Director and other core technical staffs by providing a full range of administrative support. 

Human Resource Management: 

• Contributes to the development of the strategic/operational and individual work plans and budget for the Branch; 
• Maintains harmonious relationships with colleagues; 
• Conducts periodic reviews of supervisees in accordance with work plans;
• Evaluates, on a continuous basis, the performance of direct reports and conducts final assessment based on performance assessment criteria and prepares performance report.
• Ensures that each direct report prepares their individual development plan, as an outcome of their individual Performance Review; 
• Ensures that the staff have sufficient and appropriate physical resources to undertake their duties efficiently and effectively; 
• Maintains effective working relations with external and internal stakeholders and customers, ensuring that the Department provides a consistently high level of service to them;
• Participates in meetings, seminars, workshops and any other related forums;
• Keeps abreast of new developments within the environment that impacts the operations of the Division; 
• Any other duties. 

Required Knowledge, Skills and Competencies

Core: 

• Good planning and organization skills; 
• Able to apply good judgment, exercise initiative and cope well under pressure;
• Excellent interpersonal skills and able to work as part of a team; 
• Excellent verbal and written communications skills with time management skills;
• Problem solving and decision-making skills. 

Technical: 

• Proficiency in Microsoft Office suite; 
• Knowledge of office management and administrative procedures and practices;
• Knowledge of the principles and practices of public administration; 
• Knowledge of Government Accounting practices; 
• Comprehensive knowledge of the Revenue Administration and the Financial Administration and Audit Acts; 
• Training in Supplies Management/Purchasing Management; 
• Knowledge of Government Procurement Guidelines; 
• Working knowledge in budget cash flow preparation; 
• Knowledge of related GOJ policies and procedures; 
• Knowledge of the operations within RPD. 

Minimum Required Qualifications and Experience

• A Degree in Business Administration, Management Studies, Public Administration, Administrative Management or related field from an accredited tertiary institution; plus;
• At least three (3) years’ experience in related field. 

Please note that only shortlisted applicants will be contacted.