Organisational Development Officer

Job Purpose

Under the direction and supervision of the Director, Organisational Development, the Organisational Development Officer will be responsible:? 

• To assist in providing management advisory and support services to the Customs Agency to improve the efficiency and effectiveness of its operations consequent on the implementation of the recommendations/advice provided.? 
• To assist in the conduct of organisational reviews and systems and procedures studies within the Customs Agency.?? 
• To manage records management for the Organization Development Branch.? 
• To support the management of the Performance Management process and other reform initiatives.? 

Key Responsibilities

Technical/Professional Responsibilities 

• Assists in the conduct of organisational reviews within the Customs Agency by: 
  • Documenting areas needing strengthening in structure, systems and human resource development. 
  • Assisting in the development of plans of action for preliminary organisational surveys. 
  • Examining relevant statutes, regulations, directives and reports related to the organisation to determine legislative background for functional review framework. 
  • Studying formal and informal lines of communication and controls and allocating planning and developmental activities. 
  • Collecting job-related data through interviews, questionnaires, observation and examining records to validate findings. 
  • Preparing detailed analysis documentation of data collected. 
  • Making appropriate recommendations for solutions to problems identified, including changes in the organisational dimension of work boundaries and work relationships.  
  • Developing new and revised job descriptions and preparing charts of existing and proposed organisational structures. 
  • Assists with the implementation of recommendations. 
• Assists with the systems review and procedures studies by: 
  • Examining the operations and workflow of the selected entities to determine systemic weaknesses (e.g., duplication/overlaps, waste) and activities that are non-value-enhancing the processes. 
  • Conducting analyses of the data to obtain a complete understanding of operations. 
  • Making recommendations for business process improvements. 
  • Preparing flow chart of proposed operations. 
  • Updating/preparing operational manuals to reflect changes in policy/ operations. 
• Provides support for the management of the Performance Management process and other reform initiatives by: 
  • Participating in formal and informal training programmes. 
  • Participating in the corporate planning process and supporting the implementation of the reform initiatives. 
  • Reviewing, as part of the HRMD team, work plans and performance reports for Agency employees to ensure that work plans are correctly prepared and reflect agreed key performance indicators and measurable performance indicators. 
  • Providing feedback to divisional heads and recommending improvement areas where necessary/directed. 
  • Conducting job evaluation sessions to review job descriptions and work plans; and, 
  • Assisting with monitoring the Performance Management process within the Agency to ensure equity and fairness. 

Administrative Responsibilities 

• Coordinates the records management function for the Organizational Development Branch, including: 
• Tracking and updating procedural manuals.  
• Cataloguing records kept in the branch. 
• Collaborating with the Coordinator on Documentation and Information Management on general record and information management procedures and practice. 

Customer Service Responsibilities 

• Maintains customer service principles, standards, and measurements. 
• Identifies and incorporates the interests and needs of customers in business process design.   
• Ensures critical success factors are identified and meet expectations. 

Other Responsibilities 

• Performs all other duties and functions as may be required occasionally.  
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Comply with Health & Safety Policies & Procedures. 

Required Competencies

Core 

• Excellent judgement, analytical and problem-solving skills. 
• Excellent negotiating and persuasive skills. 
• Excellent planning, time management and organisational skills. 
• Ability to communicate effectively with people at all levels, including senior management.  
• Excellent influencing and interpersonal skills with people at all levels, internally and externally. 
• Ability to work as a team and on own initiative. 
• Excellent written and verbal communication skills, including presentation skills. 
• The ability to engage, conduct diagnosis, analyse findings, generate options, and build commitment to solutions. 
• Facilitation skills. 
• Numeracy and ability to analyse quantitative and qualitative data. 
• Keen attention to detail and accuracy. 
• Ability to demonstrate high levels of integrity, ethics, and confidentiality. 
• Ability to adapt well under pressure situations. 

Technical 

• Sound knowledge of theory and good practice in organisation development. 
• Knowledge in supporting significant organisational change, influencing, building, and sustaining relationships to achieve results.  
• Sound knowledge of the provisions of relevant financial legislation (FAA Act, Financial Instructions to Executive Agencies) 
• Knowledge of Customs operations and policies 
• Sound knowledge of administrative systems and operations management 
• Sound knowledge of management analysis 
• Working knowledge of the relevant computer systems and applications. 

Minimum Required Education and Experience

• First degree in Business Administration, Operations Management, Management Studies or Social Studies from a recognised university or equivalent qualification. 
• Three (3) years of relevant experience. 
• Specialized training in Records Management. 
• Specialized training in Management Consultancy/Analysis and Project Management 

Special Conditions Associated with The Job

• Work will be conducted in an office with standard equipment and specialised software.  
• The environment is fast-paced, with ongoing interactions with critical stakeholders and meeting tight deadlines, which will result in high degrees of pressure on occasions.  
• Maybe required to travel.  
• Prolonged periods sitting at a desk and working on a computer.