Administrative Services & Fleet Management Officer (GMG/SEG 1)

Job Purpose

The Administrative Services Officer will ensure that administrative and office services are provided in a cost effective manner that supports the efficient and effective operation of the Corporation. The incumbent will also ensure that all assets are adequately accounted for via a functioning inventory system and will be responsible for: 

• Ensuring adherence to the Motor Vehicle Policy developed by the Ministry of Finance and the Public Service (MOF&PS); and 
• Managing a fleet of vehicles for the Postal Corporation of Jamaica. 

 
Key Responsibilities

Management/Administrative 

• Assists in the development of the HRMA’s Branch Plan and Budget; 
• Prepares Individual Work Plan; 
• Ensures that direct reports’ Individual Work Plans are prepared; 
• Represents the Corporation at meetings, conferences and other fora as directed; 
• Prepares status and other reports; 
• Provides administrative support in respect of administration matters; 
• Keeps staff abreast of administration policies and regulations. 

Technical/Professional 

Office Services 

• Establishes and maintains an Inventory Management System for all office furniture, equipment and office supplies to mitigate outage and to facilitate continued operation, by monitoring the re-ordering of office supplies in accordance with agreed re-order levels and inventory of items by ensuring that all furniture and equipment are inventoried as required; 
• Co-ordinates the disposal of obsolete and redundant assets, by organizing Board of Surveys; 
• Prepares Board of Survey Reports for submission, to the Ministry of Finance and the Public Service; 
• Assists with the development and implementation of an Access Management System to ensure accountability of all access to the Entity; 
• Liaises with Unit Heads regarding office accommodation and comfort; 
• Manages cleaning services and supplies, ensuring offices are cleaned to required standards; 
• Manages the general maintenance of office equipment; 
• Manages the commissioning of minor repairs to office furniture in accordance with the designated procedures; 
• Manages the removal, relocation and placement of office furniture and equipment as necessary, within the Corporation; 
• Ensures that all members of staff are issued with employee identification and access cards; 
• Manages the arrangements for all in-house functions and meetings, ensuring venues are prepared, manned and refreshment provided; 
• Complies with the precautionary measures laid down by the Ministry of Finance and the Public Service for securing offices and assets in the event of natural disasters, such as hurricane, et al, and represents the Ministry at Disaster Preparedness meetings and any 
• other as directed; 
• Draft responses to Audit queries/observation; 
• Develops, implements and maintains Standard Operating Procedures for the management and security of personnel and other records and information; 
• Develops, implements and maintains a Disaster Preparedness Plan for the Corporation’s records; 
• Ensures the creation and maintenance of a File Index for personal files;
• Ensures that documents are classified in keeping with established classification standards; 
• Oversees the co-ordination of records inventory to set retention and disposition schedules.
• Drafts correspondence and other documents for review; 
• Co-ordinates and attends human resource meetings; takes and disseminates action notes as required. 

Transportation and Fleet Management 

• Ensures that all fleet vehicles are compliant with all legal, regulatory and contractual requirements and where necessary, escalates any identified issues and recommends resolution to the Director - HRMA; 
• Monitors operations to ensure that staff members comply with administrative policies, safety rules and Government regulations; 
• Ensures that all required processes, systems and controls are in place within the Unit to enable achievement of its objectives effectively and efficiently, i.e. safe parking of vehicles etc.; 
• Develops and implements a proactive, planned and structured approach to the maintenance of fleet vehicles, keeping within the designated budget and ensuring all vehicles used are fit for purpose; 
• Ensures Transport staff delivers the service appropriate to the needs of the Corporation and in line with relevant guidelines; 
• Keeps up-to-date database for Vehicle Inventory and operational cost;
• Maintains records, which includes keeping updated records concerning maintenance, payment for servicing vehicle and expenditures of fuel acquisition; 
• Monitors and maintains staff records on licensing, driving, testing and training and arranges for re-training and re-certification of drivers and registration and recertification of vehicles; 
• Monitors spending to ensure that expenses are consistent with approved Budgets;
• Ensures that the maintenance, oiling and servicing schedule of the vehicles are followed;
• Monitors Fuel Advance Cards and fuel acquisition and analyses Fuel Statements from gas stations; 
• Reconciles receipts with statement from relevant company repairing vehicles;
• Ensures that proper inventory of all components of vehicles are maintained and checked frequently; 
• Arranges transportation for furniture, equipment and person; 
• Visits accident sites and collates accident reports and keeps records/history of drivers and accidents; 
• Maintains duty rosters of drivers to support pick-up and drop-off; 
• Provides support for the delivery of all mail and stationery leaving the Corporation;
• Submits comprehensive Monthly Report to the Director – HRMA. 

Human Resource 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends or initiates corrective actions where necessary;
• Participates in the recruitment of staff for the Corporation and recommends staffing arrangements in keeping with established human resource procedures and policies;
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, coaching, training and mentoring; 
• Takes steps to address the welfare and development needs of staff in the Unit;
• Makes provisions for direct reports to have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively; 
• Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service and Department; 
• Recommends disciplinary action, leave and staffing arrangements for direct reports;
• Performs any other related duties assigned by Supervisor. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Teamwork and cooperation 
• Good interpersonal skills 
• Initiative 
• Customer and quality focus 
• Compliance
• Adaptability 
• Integrity 
• Methodical 
• Good problem solving and decision making skills 
• Planning and organizing skills 
• Goal/result oriented 
• Managing external relationships 
• Leadership 
• Impact and influence 
• Managing partners 
• Analytical thinking 

Functional/Technical: 

• Use of information, communication and technology 
• Change management 
• Strategic vision 
• People management 

Knowledge of: 

• The Public Service Regulations, Staff Orders for the Public Service, The Financial Administration and Audit Act Financial Instructions and other GoJ policies that guides the management of human resource and administration services. 
• The Public Procurement Act, Government of Jamaica Comprehensive Asset Management Policy and Revised Comprehensive Motor Vehicle Policy for the Public Sector and other policies that guide the acquisition and disposal of government assets. 
• GoJ’s strategic planning and budget management processes. 
• Current trends in human resource management techniques and practices. Minimum Required Qualification and Experience 
• Bachelor of Science Degree in Business Administration, Public Administration, Management Studies or related area from an accredited tertiary institution; plus
• A minimum of two (2) years’ related experience in an organisation of similar size and complexity; 
• Training/Certificate in Office Management would be an asset. 

Special Condition Associated with the Job:

• May be required to work beyond regular working hours. 
• Visit suppliers to determine the quality of goods to be procured. 

Please note that only shortlisted applicants will be contacted.