Administrator (GMG/AM 3)

Job Purpose

Under the direction of the Superintendent, Public Gardens and Zoo, the Administrator is responsible for the provision of high-level administrative, personnel and accounting support to the Superintendent, in order to facilitate professionalism, productivity and work satisfaction in the Branch. 

Additionally, the incumbent provides support for the preparation of Divisional Plans and reports, budgets, as well as for meetings, conferences, training, promotional and events planning activities. 

Key Responsibilities

Management/Administrative: 

• Supervises the implementation of Work Plans; 
• Develops weekly assignment schedules and targets for staff; 
• Provides high level administrative functions relating to the services and activities of the Branch; 
• Co-ordinates the preparation of Divisional reports, Operational and Work Plans;
• Assists the Superintendent in resolving operational problems and bringing about the resolution of issues by conducting research and compiling and providing information, as required; 
• Participates in meetings, workshops, retreats and conferences and follows through with post meeting actions and decisions; 
• Updates the Branch’s databases; 
• Participates in promotional and events planning activities; 
• Provides guidance and advice to staff supervised, and to internal and external stakeholders. 

Technical/Professional: 

• Undertakes research, documents findings, and analyses data and writes reports for the Superintendent; 
• Provides advice and guidance to the Superintendent with regard to Accounting, Human Resources and general administrative issues; 
• Investigates complaints from clients or members of the public, reports to the Superintendent breaches of the regulations and recommends action or investigation; 
• Checks bills, contracts and vouchers for correctness and submits for payment;
• Collects and distributes salary cheques for fortnightly paid staff; 
• Manages the collection and submission of funds for Appropriations in Aid; 
• Ensures that motor vehicles and machinery are serviced and repaired; 
• Checks attendance registers and prepares reports for submission to Human Resource Management Unit; 
• Prepares requests for the procurement of stationery and garden items (including fuel), issues these items and keeps appropriate records; 
• Responds to queries regarding the Public Gardens and advises the public accordingly;
• Conducts inventory of items in the stores, the Gardens and Scenic Avenues to determine re order levels and to maintain records; 
• Liaises with the Facilities and Property Management Branch to ensure the provision and maintenance of utility services in the Branch; 
• Prepares fortnightly pay bills and submits to Superintendent for approval;
• Participates in the preparation of the Branch’s Budget and work schedules;
• Conducts stocktaking activities and manages the Branch’s storeroom; 
• Co-ordinates the distribution and collection of tools/equipment, plants, other items in the Branch and maintains the records; 
• Co-ordinates transportation for officers and supplies in the Division; 
• Participates in the monitoring of plant sales and special projects; 
• Conducts checks and balances of divisional receipt books; 
• Co-ordinates the repairs of the Branch’s tools and equipment; 
• Acts as custodian of the Branch’s keys by ensuring that they are secured according to the FAA Act guidelines and Branch’s policies. 
• Keeps abreast of developments and best practices in the fields of accounting, human resources and management; 
• Builds relationships with internal and external stakeholders to improve efficiency and effectiveness. 

Human Resource: 

• Provides leadership and guidance to direct reports through effective planning, delegation, training and coaching; 
• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends corrective action, where necessary, to improve performance;
• Fosters a culture of teamwork and employee empowerment; 
• Assists the Superintendent with all staff related matters including investigations of staff complaints and decides on course of action to be taken, and explains where necessary, the regulations and directives and provides appropriate guidance; 
• Checks and recommends vacation leave application and submits to the Human Resource Management Unit for approval; 
• Performs other related duties assigned by the Superintendent of Public Gardens and Zoo or the Chief Technical Director. 

Required Knowledge, Skills, and Competencies

Core: 

• Good teamwork and co-operation skills; 
• Excellent oral and written communication skills; 
• Excellent planning and organizing skills; 
• Excellent interpersonal and influencing skills; 
• Good leadership and management skills; 
• Good problem-solving and decision-making skills; 
• Good research, presentation and creative skills; 
• Ability to use initiative and exercise good judgment; 
• Good analytical thinking skills; 
• Excellent customer and quality focus skills. 

Technical: 

• Knowledge of the policies and procedures of the Ministry; 
• Knowledge of the Divisional Operations, Products and services; 
• Knowledge of the Staff Orders and related Government Regulations, Policies and Procedures;
• Knowledge of Basic Accounting; 
• Knowledge of Human Resources Management; 
• Basic knowledge of Procurement and Inventory Management; 
• Sound knowledge of Record keeping; 
• Knowledge of Budget Preparation; 
• Proficiency in the use of relevant Computer Applications.

Minimum Required Qualification and Experience

• Associate Degree in Management Studies, Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications; 
• At least three (3) years’ experience in Basic Accounting; 
• Three (3) years’ experience in an Administrative Capacity. 

OR 

• Diploma in Management/Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications; 
• Three (3) years’ experience in Basic Accounting; 
• Four (4) years’ experience in an administrative capacity. 

Special Condition Associated with the Job

• May be required to work on weekends and Public Holidays.

Please note that only shortlisted applicants will be contacted.