Administrative Officer

Administrative Officer

JOB DESCRIPTION/SPECIFICATION

POSITION: Administrative Officer

DEPARTMENT: Business Strategy Support and Office Management

REPORT TO: Manager, Business Strategy Support and Office Management

Purpose of Job

Under the direction of the Manager, Business Strategy Support and Office Management, the Administrative Officer is responsible for establishing, coordinating, and maintaining a system for integrating the Human Resource (HR) 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 HR.
• 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.
• 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

Main Duties/Tasks

• 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
• Aid in the development and implement 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.
• Updates policies and procedures based on consultation with the Manager for Business Strategy Support and Office Management and 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.
• Execute 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.

Other responsibilities

Perform other related duties that may be assigned by the Manager, Business Strategy Support and Office Management.

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 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.
• 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 practise 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 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 Bachelor’s degree in Business Administration or related discipline
• Working knowledge of GOJ HR systems
• Minimum of 5 years’ experience in related field