Director, Administration (GMG/SEG 3)

JOB PURPOSE

Under the direction of the Director, Corporate Services, the Director, Administration is the head of the ministry’s administrative functions responsible for the provision of effective, efficient and economical services for MLCA operations and services for: transportation and fleet management, office and customer services. The incumbent is accountable for developing and implementing innovative management frameworks for these areas and directing the provision of expert advice and services for the above listed operations and services for the Ministry.

KEY RESPONSIBILITIES

• Provides corporate functional leadership and direction for transportation and office services by developing and implementing MLCA’s policies and procedures, monitoring performance and recommending changes for improvement of service delivery;
• Oversees supervision of the transportation fleet and drivers ensuring performance standards are developed and met for the fleet and for drivers;
• Oversees supervision of office services ensuring office requirements are served and performance standards are developed and met;
• Prepares reports and briefing notes for senior managers and the PS for senior management consideration for improving the status of resource utilization, cost/benefit and trend analysis of transportation and other office services;
• Provides advice and recommendations to Senior Managers and the Permanent Secretary for the areas of responsibility including the implications of new or modified GOJ policies and legislation with regards to these areas;
• Ensures data on operational data is collected and analyzed in order to plan and forecast resource and budget requirements for each area of responsibility; provides data and rationales supporting all recommendations;
• Develops policies and procedures for corporate implementation to ensure consistency of application and accountability for the areas of responsibility;
• Prepares and monitors the Administration and Office Service Strategic/Corporate Plan, Operational Plan and Budget, ensuring that output is realized according to agreed and measurable targets;
• Ensures the planning, monitoring and appraisal of staff output by their respective supervisors;
• Participates in negotiations for service providers and monitors their performance to ensure adherence to terms and conditions of contracts;
• Periodically evaluates the effectiveness of existing systems and make recommendations for changes where necessary, to minimize cost and increase efficiency;
• Represents the Central Ministry at meetings and GOJ and MLCA working committees dealing with areas of responsibility;
• Overall management responsibility for human and financial resources for the Administration and Office Services unit including the organization, scheduling and assignment of work, monitors and evaluates performance and provides guidance with respect to training and development;
• Performs any other duties that may be assigned.

REQUIRED COMPETENCIES

• Excellent oral and written communication skills;
• Good interpersonal skills;
• Excellent customer relations and quality focus skills;
• Good planning and organizing skills;
• Excellent problem solving, analytical and decision-making skills;
• Excellent time management skills;
• Excellent leadership skills.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• First Degree from a recognized university with acceptable specialization in public or business administration, or in any other field relevant to the work to be performed;
• 5 years’ experience in the management of two or more corporate service disciplines.

The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.