Director of Management Support Unit

Director of Management Support Unit

CAYMAN ISLANDS GOVERNMENT

JOB DESCRIPTION

JOB TITLE:  Director of Management Support Unit

REPORTS TO (TITLE): Deputy Chief Officer

PORTFOLIO/MINISTRY:   Portfolio of the Civil Service

Salary Range: CI$103,476 – $139,164

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1. JOB PURPOSE

To provide strategic leadership and operational oversight to a team of subject matter experts in areas such as human resources, management, project management, business analysis, change management and communications. The Management Support Unit (MSU) plays a critical role in facilitating public sector reform and providing essential management support to civil service entities. The Director will also oversee the civil service strategic plan refresh and assist departments in ensuring they have the necessary tools for implementation.

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2.  DIMENSIONS 

Over the next 3 years, the MSU will support the Deputy Governor by overseeing the Project Management Office which delivers the strategy refresh of the Civil Service Strategic Plan (the “CSSP”) for a World Class Civil Service. This includes executing the Strategic Plan by:

• Establish and implement a multi-year roadmap, including an operational model and sustained client engagement for the attainment of the strategic goals.
• Managing a programme of projects and providing project oversight to ensure that the projects are meeting objectives.
• Maintaining regular contact with Senior Leaders to discuss project issues, preparing of briefing notes and proliferating the use of standards and processes;
• Monitoring, measuring and reporting on the progress of the Strategic Plan.
• Ensuring quality assurance of work delivered through peer revies, stakeholder engagement etc. 

The post-holder will be a key member of the Portfolio’s senior leadership team reporting to the Deputy Chief Officer / Chief Officer of the Portfolio of the Civil Service, and will supervise a team of approximately 5-6 Management Support Advisors in the provision of management advice, support and capability development to civil service entities.  The post-holder will also be responsible for managing the MSU’s budget of approximately $1.2 million.

The post-holder will also serve as Programme Manager for the CSSP, carrying out day-to-day management of MSU Advisors, seconded team members, other participating internal subject matter experts and consultants; liaising with civil service entities and other strategic partners to provide leadership and support towards the implementation of the Strategic Plan. 

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PRINCIPAL ACCOUNTABILITIES

1. 1.      Programme Management of the CSSP (60%)

Provide programme management activities for the CSSP supporting change management projects across all civil service entities.  To include:

• Maintenance of a detailed project plan for the delivery of the strategic goals and annual work plans.
• Contribute to the formulation and updating of Annual Work Plans to support the delivery of strategic goals.
• Lead and/or contribute to the development of appropriate methodologies, tools templates and guidance documents to guide the work of the project teams and civil service entities, including relevant tools to collect and track performance against the Plan.
• Supervise and monitor goal delivery team members, collecting and collating project status reports, identifying and investigating variances to Plan delivery, taking appropriate action to maintain project schedules.
• Operate a resource management plan to identify and select suitable employees for secondment and effective deployment to appropriate strategic goal areas and project teams.
• Provide necessary orientation and briefing to seconded employees to facilitate their optimum contribution and achievement of Plan outcomes.
• Communicate with key stakeholders including relevant ministries/portfolios and departments to provide advice, guidance and support in the implementation of the CSSP goals, objectives and initiatives.  This will include being a spokesperson for CSSP in various forums, promoting and building engagement and buy-in for the Plan.
• Take the lead in providing recommendations and support to civil service entities and departments including recommendations for effective change management strategies, responding to queries and providing coaching and direction towards relevant strategies and available resources to support the achievement of outcome goals.
• Lead and/or contribute to the development of a risk register to identify, evaluate and manage risks to the achievement of the Plan, taking appropriate action to ensure effective risk management of Plan implementation.
• Establish and/or maintain project tracking mechanism to track achievement of individual project milestones as well as achievement of benefits and outcomes of the CSSP.
• Prepare and present progress update reports to the Programme and Steering Committees at defined intervals in compliance with the governance arrangements for the CSSP to report on progress towards implementation as well as achievement of Plan outcomes.
• Identify, analyse and communicate strategic implementation issues, risks, impediments and constraints to the realization of project outcomes and make recommendations for any adjustments to implementation strategies and plans.
• Update and publish dashboard results of Plan progress and achievement of key outcomes.
• Manage any assigned programme funds according to established accounting policies and procedures, ensuring appropriate record keeping and supporting documentation are prepared and submitted as required.

1. 2.      Provide advice, support and assistance in building organizational capability (15%)

• Strategic Planning: - strengthening the leadership and medium term planning skills of Ministries and Portfolios in structuring and organizing their entities to deliver output goals.
• Reporting: - provide guidance and support in the development of relevant key performance indicators, effective tracking mechanisms and suitable management reports.   
• Staff Performance Management: - provide entities with guidance in the preparation of performance agreements and assessments and establishing effective performance monitoring systems.
• Continuous Improvement: providing guidance in the relevance and use of effective management techniques and productivity improvement programmes such as Business Process Re-engineering, Customer Service Improvement Programmes, Workflow Improvement, Project Appraisal, and Quality Improvement.

1. 3.      Administrative management of the MSU Unit (15%)

Supervise direct reports in the Management Support Unit to include:

• Monitoring, prioritizing and evaluating the performance of staff, ensuring appropriate output targets are being met.
• Providing leadership, guidance and support, and ensuring appropriate training and development opportunities are made available to the team.
• Foster a culture of innovation, collaboration, and high performance within the MSU including creating a succession plan strategy within the Unit.

1. 4.      Policy Advice to the Deputy Governor and Chief Officer, Portfolio of the Civil Service (10%)

• Work with other members of the Portfolio’s Senior Leadership team, to provide coordinated and integrated policy advice to the Deputy Governor and the Chief Officer and to prepare, or assist in the preparation of, reports and other documents as required.
• Investigate and promptly inform the Deputy Chief Officer / Chief Officer on current developments and issues requiring direction and/or decisions from the Deputy Chief Officer / Chief Officer.
• Undertake other duties under the remit of the Portfolio, as may be assigned from time to time by the Deputy Chief Officer / Chief Officer, which contribute to effective and efficient operation of the Portfolio and delivery of the Portfolio's strategic goals.