Administrative Officer

Under the direction of the Manager, Human Resources & Administration, the Administrative Officer is responsible for the day-to-day supervision of office services and records management functions of the TEF.

Basic Salary: $4,060,697.00 per annum

CORE FUNCTIONS

• Manages the inventory management system of the TEF by acquisitioning, storing, allocating and reordering of office supplies/consumables;
• Reviews requisition orders for accuracy and verify that materials, equipment, and stock are available from current inventories;
• Ensures that the office environment is conducive to work;
• In collaboration with the Manager Human Resources & Administration, establishes and maintains a customer service culture that supports the reception, telephony, and hospitality services for the TEF;
• Manages the TEF’s fleet of vehicles by ensuring that statutory obligations are met, and vehicles are serviced in keeping with Maintenance Schedules and used in an efficient manner;
• Develops and maintains a weekly schedule for the efficient and effective use of drivers in execution of the TEF’s objectives;
• Establishes and monitors programmes and schedules for the maintenance of the entity’s office facilities including office equipment, such as printers and copiers;
• Inspects office space/building to ensure adherence to building codes, and health and safety regulations; and identifies areas for improvements where applicable;
• Liaises with the property management company on lease/contractual arrangements to ensure conformance to the agreements and standards outlined;
• Monitors the cleaning, sanitizing of the office, and that janitorial services are effected;
• Manages the commissioning of minor repairs to office furniture and the general office space;
• Liaise with Public Procurement to acquire furniture, office, and computer equipment;
• Monitor along with ICT the door access systems and that all staff are issued with access cards with the appropriate configuration;
• Supervises contracts for the provision of office services and ensure conformance to the agreements and standards outlined;
• Reviews utility and CUG bills, verifies amounts outstanding for payments and identifies discrepancy;
• Liaises with representatives of utility/service providers (CUG) to resolve discrepancies ensure that service supply is maintained;
• Implements systems and procedures for the payment of relevant utility/CUG bills on a timely basis;
• Submits bills to the Finance Division for payment and updates relevant bill registers;
• Plans, co-ordinates and implements the necessary arrangements for meetings/functions conducted by the entity;
• Manages the offsite storage facility and maintains a proper inventory of all items in storage;
• Coordinate board of survey activities for obsolete and non-functional items;
• Provides information to assist with responses to audit queries;
• Manages the Records and Information Management (RIM) programmes and systems of the TEF;

Human Resources Responsibilities

• Provides guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline;
• Evaluates and monitors the performance of staff in the Branch and implements appropriate strategies;
• Coordinates the development of individual work plans and recommends performance targets for the staff assigned;
• Participates in the recruitment and training of staff of the Division;
• Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures;
• Identifies skills/competencies gaps and contributes to the development and succession planning for the Division to ensure adequate staff capacity;
• Monitors the performance of staff and facilitates the timely and accurate completion of the staff annual performance appraisals and other periodic reviews;
• Ensures the well - being of staff supervised;
• Effect disciplinary measures in keeping with established guidelines/practices.

PERFORMANCE STANDARDS

• Records & Information Management managed in accordance with the GOJ RIM policies and timeframes;
• Inventory Management system supervised in accordance with established standards and timelines;
• Transportation, hospitality, reception, and telephony services supervised according to agreed standards and timelines;
• Maintenance schedules established and monitored in keeping agreed standards and timeframes;
• Service contracts monitored according to stipulated contractual arrangements and timeframes;
• Technical Advice and guidance provided are evidence-based and timely;
• Staff managed according to GOJ HR and other established practices and procedures;
• Performance appraisals and reviews completed and submitted in accordance to agreed timeframe and standards;
• Accurate reports provided in a timely manner and are utilized to inform management decisions;
• Confidentiality, integrity, and professionalism demonstrated in the execution of duties.

SPECIAL REQUIREMENT/WORKING CONDITIONS

• Long and irregular hours for the completion of assignment;
• Required to travel in the corporate area to assess supplies.

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Bachelor’s Degree in Management Studies, Public/Business Administration, Administrative Management, or related Social Sciences;
• Two (2) years’ experience in a related environment.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Records & Information Management principles and practices;
• Knowledge of the Access to Information Act and GOJ RIM policies;
• Knowledge of Public Sector Office Services policies and procedures, to include fleet management, property management, inventory management, etc.;
• Knowledge of the FAA Act;
• Basic knowledge of Government accounting principles and practices;
• Advanced IT skills in relation to Word, PowerPoint, and Excel.

Applications accompanied by resume stating the position in the subject line should be submitted no later than October 30, 2024 to:

Manager, Human Resource & Administration

Tourism Enhancement Fund

60 Knutsford Boulevard

Kingston 5

We thank all applicants however, only shortlisted candidates will be contacted