Office Supervisor

Job Purpose:

To organize and coordinate the delivery of support services and personnel in relation to transportation/fleet management, basic procurement, facility/building maintenance, stores asset and inventory management in order to ensure organizational effectiveness and efficiency.

Key Outputs

• Work Plans developed
• Work procedures implemented
• Facilities Cleansed
• Performance Appraisals conducted
• Building, equipment, etc. maintained
• Inventory taken
• Vehicles assigned
• Petrol monitored
• Reports developed

Key Responsibilities:

Managing/Administrative Responsibilities

• Ensures that staff complies with the policies and procedures in the execution of their duties
• Prepares schedules of work for support staff and monitors to ensure that activities are executed according to Work Plans
• Conducts performance appraisals in accordance with established guidelines
• Liaise with staff and suppliers
• Coaching staff and recommending disciplinary actions to the Administrator
• Review and approve supplies requisitions prepared by the Senior Records Officer/Records Officers
• Requests and monitor to ensure completion of requests
• Verify receipt of supplies and services
• Maintain buildings and office equipment
• Respond to staff enquiries and complaints in a timely manner
• Assists with the investigation and preparation of reports of accidents involving fleet vehicles assigned to the location.

Technical/Professional Responsibilities

• Ensures that the daily cleaning and routine maintenance of office facilities including grounds maintenance are done and submit weekly report to Administrator.
• Selects and monitors service providers for repairs to facilities and ensures that minor facility repairs (plumbing, air conditioning, electrical etc.) are conducted efficiently and effectively
• Assists with identifying major repairs to be undertaken to facilities and informs Administrator about the condition.
• Facilitates the procurement and distribution of office supplies, furniture and equipment for items under $1,500,000.
• Maintains the central Stores and ensures that there is an adequate stock of stationery, office and other supplies required by the Divisions and monitor and minimum stock levels in accordance with best practices.
• Ensures that an up to date schedule of assets is maintained and inventory records are kept current for relevant divisions
• Ensures that inventory location records are posted and up to date
• Assists the Administrator with the co-ordination of disaster preparedness and emergency management initiatives at the relevant location.
• Assists with and implement energy conservation initiatives
• Coordinates the daily use and deployment of vehicles assigned to the location
• Prepares weekly Vehicle Itineraries and Overtime Schedules and submits to Administrator
• Ensures Driver Log books are kept current and are signed daily and log sheets submitted weekly to Transport Supervisor.
• Ensures that Vehicle Advance Card Log is maintained and cards are used according to GOJ guidelines
• Ensures that Subsistence and Overtime Claim forms are properly completed, accurate and are checked against the Motor Vehicle Tracking System
• Monitors the Utilization of petrol and submits fortnightly reconciliation reports to Transport Supervisor.

Other Responsibilities

• Performs other related duties assigned from time to time by the Manager

Performance Indicators

• Adequate inventory of supplies are maintained
• The Divisions’ buildings, furniture and equipment are properly maintained.
• Reports are accurate and on time
• Staff are effective and efficient
• Good coordination and effective working relations exist with other Branches.

Required Skills and Competencies:

The post-holder will be able to demonstrate:

• Excellent Interpersonal Skills
• Excellent analytical, planning, organizing and problem solving skills
• Critical thinking skills
• Excellent written and oral communication skills
• Team building skills
• Decision making skills
• Excellent time management skills
• Ability to manage stress and a high stress working environment
• High level of confidentiality
• Sound work ethics and unquestionable integrity
• Ability to exercise initiative
• Basic knowledge of facility management including electrical, HVAC systems, plumbing and maintenance of mechanical and electrical equipment
• Competence in the use of word processing and spreadsheet software in particular Excel

Minimum Required Qualification and Experience

• Associate Degree or Diploma in Business Studies, Business Administration, Logistics, Operations Management, Management Studies or Supplies Management (MIND) or equivalent qualification
• At least two years’ experience in a similar position
• Working knowledge of GOJ procurement guidelines
• Knowledge of GOJ Transport Policy and Procedures
• Sound knowledge of Stores/Supplies management and practices
• Certificate in Supervisory Management would be an asset

We appreciate all responses but only short-listed applicants will be contacted.