Asset Management Officer (GMG/SEG 1)

Key Responsibilities

To improve Asset Management and Asset Recovery 

• Provides Asset Management Services to buildings and facilities that are under the control of the ARB;
• Conducts site visits to ensure conformance to agreed standards and with action items approved at the appropriate level and executed within agreed timeframes; 
• Monitors and reports on the achievement of scheduled maintenance and upgrading/replacement for Assets under management; 
• Assists in the management of the process of collecting of rent in respect of restrained/forfeited properties; 
• Maintains accurate records of the assets managed by the Asset Recovery Division of the FID (Acquisition dates, locations, maintenance history) with periodic physical inventories conducted; 
• Maintains relationships with the utility companies, as necessary, to ensure that supplies of public utilities are sustained; 
• Maintains effective relationships with vendors for building and grounds services;
• Assists in the development of tender documents and participates in evaluation of tender documents; 
• Assists in the procurement of physical security, surveillance systems and other resources needed for assets under the ARB’s control; 
• Monitors the refurbishing and repairs of buildings and reinstatement projects for the Division island-wide to include: 
  • Inspecting and validating work done to construct, renovate and maintain infrastructure;
  • Validates contractor completion reports. 
• Participates in the process of: 
  • Ensuring that budgets for Business as Usual and Strategic Initiatives provide adequate funding of the Division’s operations. 
  • Assisting in developing and institutionalising the process for identifying potential forfeiture and recovery opportunities. 
  • Confirming physical location of all restrained/forfeited assets under FID management or supervision. 
  • Maintaining system to capture the costs of holding and maintaining assets at the asset levels. 
  • Performing compliance functions to maximise the value-add from resources used.
• Initiating follow-up queries in all instances of non-compliance with Restraint, Forfeiture, Recovery or Pecuniary Penalty orders; 
• Adheres to the Enterprise Asset Management system in place to ensure a focus on planned rather than emergency maintenance of assets. 

To provide Asset management Services to buildings and facilities that are under the control of the ARB. 

• Provides critical input to development of the Department’s policies relating to risk management for the Assets under ARB’s control; 
• Monitors and reports on the achievement of scheduled maintenance and upgrading/replacement Plant, Property and Equipment (PP&E); 
• Ensures the Department’s Asset Management System accurately reflects the Assets managed by this Branch; 
• Maintains relationships with the utility companies as necessary to ensure that supplies of public utilities are sustained; 
• Assists in championing energy conservation initiatives within the Department, to contain consumption and realize cost savings; 
• Collaborates with the Procurement Section in the development of tender documents and participates in evaluating tender documents; 
• Initiates, with respect to Restrained/forfeited/recovered properties, the refurbishing and repairs of buildings and reinstatement projects for the Department island-wide to include:
  • Recommending/initiating all repairs to infrastructure and facilities for the Department islandwide; 
  • Inspecting and validating work done to construct, renovate and maintain infrastructure;
  • Reviewing and certifying repairs to Civil works, Electrical, Sewage and Plumbing systems and perimeter fencing at locations islandwide. 
• Validates contractor completion reports. 

To manage and maintain an asset management system where all asset related data is accurately kept prolonging the lifecycle of the Asset and mitigate liability due to poor asset management. 

• Participates in organised/personal training of Asset management system, with emphasis on data quality; 
• Participates in improving on a periodic basis the branch’s operational plan, looking at the Assets scheduled for preventative maintenance and optimizes the plan; 
• Complies with, and actively seeks to make suggestions to improve, framework (authorities/rules) in place to unify the Asset Management process;
• Executes the vendor bidding process and ensures that Service Level Agreements are maintained; 
• Contributes to the management of the Asset Management Section’s procurement needs and liaises with the Procurement section to ensure that goods from suppliers are promptly checked against purchase orders in the Department’s accounting/inventory control system, goods received notes produced and items delivered to/ for Assets or taken into storage. All discrepancies are promptly advised to the Procurement team; 
• Co-ordinates with the Accounts Payables and Cash flow management team in Finance to monitor the status of outstanding vendor invoices and prioritise as needed. 

To support the development of a strong and capable organisation 

• Participates in the development of the Section’s budget, corporate and operational plans and monitors the achievement of the Section; 
• Helps to establish performance and development goals for the Section and manage the performance of the Section and staff, including transferring skills, motivating staff, setting performance targets, monitoring performance and providing feedback; 
• Recommends remedial action for all business controls risks identified. 

Required Knowledge, Skills and Competencies

Core 

• Flexibility & Adaptability 
• Problem Solving & Critical Thinking 
• Stewardship Responsibility & Accountability 
• Communication 
• Teamwork 
• Emotional Intelligence 
• Relationship Building & Networking 
• Innovative Thinking 
• Results-Oriented 

Knowledge 

• Highly computer literate and excellent knowledge of typical Microsoft Office products (Excel, Word, PowerPoint, Outlook). 
• Knowledge in the use of database applications for managing assets. 
• Possession of a valid driver’s license, with ownership/full time access to a reliable motor vehicle, is a must. 

Minimum Required Qualification and Experience

• Undergraduate Degree in Management Studies, Business Administration or equivalent.
• Minimum of four 4 years’ experience in an administrative/accounting function.
• Previous experience in a property/asset/inventory management environment would be an asset. 

Special Conditions Associated with the Job:

• Subject to Polygraph tests and vetting (inc. background checks). 
• Flexibility of work hours, which may require extended hours. 
• Must possess and maintain good physical abilities to perform in functional areas.
• Adhere/Maintain Critical deadlines for completion of projects. 
• May be required to work extended working hours, on weekends and public holidays.
• Ability to cope under pressured working conditions. 
• May come in direct contact with defendants and owners/occupants of forfeited/restrained property (Medium to high-risk exposure). 
• Extensive travel across Jamaica with occasional overnighting

Please note that only shortlisted applicants will be contacted.