Manager, Property Service

JOB PURPOSE

To manage and monitor the overall maintenance and upkeep of Tax Administration Jamaica’s Business Offices in the assigned region/area, recommending and providing oversight for the construction and renovation of offices and monitor services provided in keeping with contractual arrangements. 

KEY OUTPUTS

• Construction and renovation of office buildings monitored; 
• Office buildings and grounds checked and maintained; 
• Scope of Works and Bill of Quantities prepared; 
• Contracts and contractual arrangements monitored; 
• Disaster recovery managed; 
• Human and Financial Resources managed; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Management and Administrative Duties: 

• Provides leadership, support and guidance to all staff to ensure that Unit is effectively managed; 
• Assists with the development of the Operation and Work Plans with the supporting budget for the Unit ensuring that all the relevant activities to be under taken and required resources are considered and that expenditures are made within the budgetary allocations; 
• Manages and monitors the performance of the Unit; 
• Prepares the monthly Performance Reports for submission; 
• Establishes and enforces standards and rules of professional conduct for staff within the Unit in order to maintain the highest degree of confidence in its integrity and efficiency; 
• Ensures staff is aware of and operates in accordance with all relevant laws and policies; 
• Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service; 

Technical and Professional Duties: 

• Inspects and examines buildings housing Tax Administration Offices and makes recommendation for construction, renovation and/or repairs for the offices in the assigned area/region; 
• Develops Project Charters; 
• Prepares Scope of Works; 
• Prepares Bill of Quantities; 
• Guides the evaluation of tender and bid documents; 
• Monitors the construction and renovation of Tax Administration offices; 
• Monitors the work of assigned contractors for optimum performance and value for money; 
• Manages and monitors major repairs and maintenance of the office facilities;
• Monitors the maintenance and servicing of generators and air conditioners;
• Monitors the installation, operation and maintenance of PBX systems in collaboration with the Information and Communication Technology (ICT) Branch; 
• Conducts monthly checks of the offices in accordance with the Maintenance Checklist; 
• Manages and monitors the general maintenance and upkeep of the grounds of offices in keeping with occupancy obligations; 
• Coordinates and assigns parking spaces that are owned and allocated to TAJ;
• Monitors contracts for all contractual services under portfolio responsibilities; 
• Communicates with service providers on weaknesses and deficiencies found in the provision of services relating to the offices in the respective jurisdiction;
• Identifies, monitors and escalates high priority issues from front line, including emerging risks, to the relevant authorities; 
• Updates and submits the Enterprise Risk Management (ERM) Sub-risk Register for the Unit; 
• Performs duties as Recovery Manager for assigned locations in the event of a disaster; 
• Performs any other related duties that are assigned by the Director; Human Resource Management Duties: 
• Participates in the recruitment of staff for the Unit and ensures that they are aware of and adhere to the policies of the Department; 
• Conducts periodical reviews of supervisees in accordance with the Work Plan;
• Completes final performance assessments and recommends appropriate training and development programmes as necessary; 
• Initiates and participates in disciplinary proceedings relating to staff members within the Unit and implements corrective measures; 
• Ensures that all TAJ values- especially integrity- are embraced by all division staff. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• Renovation/construction of offices are closely monitored and executed within the time frame and budget projected; 
• All the Tax Administration offices/buildings and the grounds are properly checked and maintained in accordance with the Maintenance Checklist; 
• Accurate, detailed Scope of Works and Bill of Quantities are prepared and submitted by the required due date; 
• All contracts and contractual arrangements for the assigned area are monitored and flagged for review, renewal or re-tendering at least six (6) months before the expiry dates;
• Planned/scheduled disaster recovery activities are assigned and managed within the stipulated guidelines; 
• Human resources functions are executed in accordance with the relevant policies and guidelines; 
• Accurate, comprehensive reports are prepared and submitted by the due date. 

AUTHORITY TO:

• Communicate with service providers; 
• Recommend repairs to and renovation/relocation of Tax Administration offices;
• Amend Scope of Works and Project Charters; 
• Participate in the negotiation of portfolio contractual agreements.

REQUIRED COMPETENCIES

Specific Knowledge 

• Good knowledge of property management and maintenance; 
• Knowledge of Tax Administration Jamaica’s operations and functions; 
• Knowledge of Government’s procurement policy and guidelines as well as other relevant governing policies; 
• Knowledge of the Financial Audit and Administration (FAA) Act; Knowledge of ethical issues in business; 
• Knowledge of management principles and practises; 
• Working knowledge of computer systems and relevant applications.
• Ability to read and interpret Building Plans. 

Required Skills and Specialised Techniques 

• Excellent management and decision making skills; 
• Excellent leadership and negotiating skills; 
• Excellent communication, interpersonal and team skills; 
• High level of initiative, professionalism, good work ethics, time management and the ability to work under pressure. 

Qualification and Experience 

• B.Sc. in Construction Engineering/Property Management or equivalent; Diploma in Project Management; 
• Certificate in Business Management; 
• Five (5) years’ experience in a related area. 

WORKING CONDITIONS

• Frequent exposure to disagreeable working condition (safety precautions necessary); 
• Required to work beyond normal working hours; 
• Travel (50-60%).

While we thank all applicants for their interest, only short-listed candidates will be contacted.