Business Strategy Support and Office Management

Under the direction of the Executive Director, the Strategic and Administrative Manager is responsible for establishing, coordinating, and maintaining a system for integrating the Human Resource, Corporate Planning/reporting, and Procurement.

POSITION: Business Strategy Support and Office Manager

DEPARTMENT: Administration

REPORT TO: Executive Director

Purpose of Job

Under the direction of the Executive Director, the Strategic and Administrative Manager is responsible for establishing, coordinating, and maintaining a system for integrating the Human Resource (HR), Corporate Planning/reporting, and Procurement functions that will complement the facilitation and creation of the conditions for accelerating the rate of growth of visitor numbers to Jamaica through cruise and airlift.

Key Outputs

-          Coordinates the functions of the HR, Procurement, and corporate planning

-          Formulates the development of department’s budget

-          Ensures compliance with the Procurement Act, The FAA Act, and the PBMA Act

-          Provides guidance in protecting company assets, and minimize waste/loss and creates an environment where all standards and operating procedures are met, including workplace safety, inventory control and loss/waste prevention

-          Ensures the workplace is safe, healthful, and equipped to standard

-          HRM plans produced and implemented

-          Efficient and productive staff

-          Policies and Procedures recommended and implemented

-          Performance Management systems implemented

-          Disputes and employee complaints resolved

-          Aid the Executive Director by coordinating and liaising with departmental managers to ensure the delivery of the annual Strategic Plan consistent with the Ministry of Tourism priorities

Main Duties/Tasks

-          Coordinate the preparation of quarterly reports 

-          Seek contribution form department heads for the successful preparation of annual reports

-          Provides guidance to Managers on human resource management issues

-          Ensures that staff is aware of and adheres to the policies, procedures, and regulations of the organization

-          Develops and implements operational systems and procedures to guide the activities of the organization

-          Establishes and maintains systems/programs to foster the culture of teamwork for the organization  

-          Reviews and updates policies and procedures based on consultation with the Executive Director

-          Conduct surveys with the aim of identifying and addressing staff complaints and organizational challenges 

-          Formulates and recommends HRM and industrial relations policies for the organization

-          Supervises and co-ordinates the preparation for compensation reviews

-          Take disciplinary action within the approved framework

-          Identifies training needs and liaises with institutions to keep abreast of developments in the field

-          Ensure the buildings and office facilities are in acceptable working condition

-          Ensure the maintenance of health, life insurance and pension scheme and keeps under constant review

-          Ensures regular review of security measures of staff facilities and takes corrective action to improve the system, as necessary

-          Prepare monthly report for the Director in times recommended

Other responsibilities

Perform other related duties that may be assigned by the Executive Director

Dimensions, Authorities and Decision Making

-          Manages the welfare and development of staff in the department through the performance management system and makes recommendations for career development where necessary

-          Provides leadership to departmental staff through objective setting, delegation, and communication

-          Provides guidance to staff through coaching, mentoring, and training

-          Ensures that staff is aware of and adheres to policies, procedures and regulations of the department and the organization

-          Reviews and approves, as necessary, staff benefits in keeping with the established human resource policies

-          Convenes and leads meetings with external and internal stakeholders

-          Represents the department and organization at different forums  

Performance Standards

-          To promote the company’s support services, resulting in developing and maintaining an economic alliance with stake holders

-          To document best practice policies and procedures in support of the achievement of the company’s mission and objectives

-          To implement effective monitoring mechanism for all areas

-          To achieve established targets within deadlines

-          To communicate information to staff and stakeholders in an effective and timely manner

-          To establish standards and direction for staff

-          To establish an effective intra and inter department collaboration, which promotes teamwork

-          To engender economic independence

Internal Contacts

External Contacts

Required competences

-          Strong leadership, and organizing skills

-          Good knowledge of Labour laws and Industrial relations practices

-          Excellent skills in conducting interviews for all levels of staff

-          Excellent knowledge of human resource development practices and principles

-          Good knowledge of organizational theory and research techniques

-          Excellent knowledge of management principles and practices

-          Good analytical skills

-          Good oral and written communication skills

-          Proficient use of computers

-          Excellent time management skills

Behavioural competences

-          Excellent interpersonal and human relations skills

-          Excellent ability to work effectively with teams

-          Result oriented

Minimum required Education and Experience

-          A Master’s degree in Business Administration or related discipline

-          Working knowledge of GOJ HR systems

-          Working knowledge of GOJ procurement policies

-          Minimum of 5 years’ experience in related field