Director, Office Management and General Services (GMG/SEG 2)

Key Responsibilities

Administrative/Management: 

• Manages and directs staff activities to provide timely administrative services to other Departments in the Ministry; 
• Co-ordinates and monitors subordinate programmes and projects to attain the goals and objectives of the Unit; 
• Serves on committees and task forces to provide input and exchange information; 
• Attends meetings or conferences to obtain or disseminate information regarding issues and programmes relating to the Unit’s work; 
• Represents the Unit at government hosted functions to present evidence or information;
• Participates in the corporate and operational planning process of the Ministry; 
• Develops policies and procedures to outline the responsibilities of the Unit’s staff; 
• Tracks time-sensitive events to meet deadlines; 
• Directs procurement, office management, fleet and transport management, building maintenance, asset management and security tasks and functions; 
• Prepares monthly, quarterly and annual reports, as required, internally and externally. 

Technical/Professional: 

• Ensures the development and implementation of a fleet management policy; 
• Ensures the monitoring of technical teams engaged in the upgrading of existing building and the construction of new office facilities, the servicing and maintenance of equipment, 
• ensuring satisfactory completion of projects; 
• Ensures the development and periodical review of the Ministry’s programme for physical facilities and procurement of goods and services; 
• Analyzes documents tendered by companies for the supply of goods and/or services in consultation with technical experts, and prepares recommendation; 
• Ensures the preparation of Bid Documents for agreed procurement, and requests quotations according to GOJ guidelines; 
• Reviews and oversees contracts, agreements and/or leases to ensure service is in compliance with the contract and government regulations; 
• Monitors and approves the expenditure of funds, both appropriated and non-appropriated, to ensure compliance with proper financial procedures; 
• Makes presentation to the Procurement Committee and prepares submission to the Financial Secretary, Government’s Contract Committee and the Cabinet; 
• Negotiates the terms and conditions of proposed service contracts to guarantee value for money; 
• Examines and approves payments generated for goods and/or services to ensure that payments fall within the limits of the budgetary allocation; 
• Liaises with contractors/suppliers in resolving discrepancies on a timely basis. 

Human Resource 

• Manages the welfare and development of staff in the section through the implementation of the performance management system; 
• Directs/supervises the work of staff and ensures that duties are performed efficiently and effectively; 
• Provides leadership to staff through effective object setting, delegation and communication; 
• Identifies training and development needs of employees and ensures that they are adequately addressed; 
• Participates in the recruitment and selection of staff for the Department;
• Ensures that staff are aware of and adheres to the policies, procedures and guidelines governing the operations of the Ministry and the public service; 
• Recommends/administers disciplinary actions in keeping with established human resource policies and guidelines; 
• Establishes and maintains systems to foster a culture of service and teamwork within the Department; 
• Trains staff in Tender and Contract Management process and other pertinent aspects of the job; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Teamwork and co-operation; 
• Integrity; 
• Compliance; 
• Adaptability; 
• Good social skills; 
• Ability to use own initiative; 
• Good planning and organizing skills; 
• Good technical skills; 
• Good interpersonal skills. 

Technical: 

• Good financial business acumen; 
• Strategic vision; 
• Analytical thinking skills; 
• People management; 
• Managing external relationships. 

Minimum Required Qualification and Experience

• B.Sc. in Management Studies/Public Administration or equivalent from a recognized tertiary institution; 
• Five years’ experience in a related field including preparation of Bid/Contract Documents. 

Please note that only shortlisted applicants will be contacted.