Director, Corporate and Special Services (GMG/SEG 4)

Job Purpose

Under the direction of the Chief Personnel Officer, the incumbent will oversee the operation of the Corporate Office including Human Resource (HR), Finance and Information Technology and the development and maintenance of the Organization’s business practices, policies and procedures in achieving its overall goals and objectives. 

Key Responsibilities

Policy and Strategic Management: 

• Leads the development and implementation of the Office’s Business Plan, Corporate/Operational Plan and Strategic goals and objectives; 
• Develops and maintains the Office’s business practices, policies and procedures and associated functions of each; 
• Leads the preparation of the Annual and Supplementary Budgets for the Office through a process of co-ordination and consultation with the Budget Officer in accordance with the established budget ceilings and guidelines; 
• Facilitates the integration of the planning and budgeting processes and ensures that Units have measurable outputs and targets and monitors the processes to ensure directlinkages with the Corporate Plan, Budget and Cash Flow; 
• Develops and implements a Succession Planning Programme in collaboration with Human Resource, to ensure continuity of skills and competencies in the Office and personal development and career advancement of employees; 
• Plans, organizes and directs the work of the Units and provides senior management with a rational and systematic approach to the development of Operational Plans, allocation of human and financial resources, monitoring and programme evaluation; 
• Participates in the periodic reviews of Human Resource policies as outlined in the Staff Orders and Public Service Regulations and makes recommendations for changes, where necessary to maintain currency and relevance with changes in Government policies and contemporary Human Resource practices; 
• Develops and evaluates policies and procedures in relation to Human Resource Management matters to ensure optimal efficiency and effectiveness in keeping with the 
• needs of the Public Service; 
• Manages the operations of the various Sub-Units; 
• Prepares and submits reports, position papers and other documents, as required; 
• Represents the Public Service Commission at local and international meetings, conferences and other fora, as required. 

Technical/Professional: 

To provide advice on policies and technical guidance to the Chief Personnel Officer and other members of the Senior Management Team in order to achieve the goals and objectives of the Office and maintain good working relationships with key stakeholders: 

• Provides advice to the Chief Personnel Officer and other Directors on matters relating to the acquisition, allocation, utilization and disposition of financial, human, physical, material or information resources; 
• Provides advice on the implementations of key decisions on financial, human, physical, material or information resources; 
• Consults with the Chief Personnel Officer on programme monitoring results and recommends strategies for correcting variances from planned targets; 
• Provides policy interpretation and technical advice to the Chief Personnel Officer and Unit Heads to ensure effective co-ordination of functions and compliance with Government rules and regulations; 
• Initiates innovation or changes in internal management practices, systems and policies with a view to improve efficiency and reduce costs; 
• Disseminates information to staff regarding changes in policies and procedures and other matters to ensure that high levels of compliance are maintained; 
• Prepares Performance Management Reports relating to various Corporate Services matters and submits same to the Chief Personnel Officer; 
• Forges strategic alliance with Senior Managers in Ministries, Departments and Agencies that fosters collaboration and partnership with a view of improving the efficiency and effectiveness of services provided; 
• Attends Finance Committee, Public Accounts Committee Meetings and Budget Debates at the Ministry of Finance and the Public Service and the Houses of Parliament, as necessary. 

To oversee and ensure the effective management of the Human Resource Management and Administration functions to support the efficient and effective operations of the Office to facilitate the achievement of the Corporate Objectives: 

• Ensures that proper Human Resource Management procedures are being followed and that staff satisfaction is achieved; 
• Monitors the development and effective implementation of a performance management system to continuously evaluate and monitor the progress of individuals and Office;
• Assists with organizational reviews on systems and controls with a view to ensure their soundness, effectiveness and compliance with Government policies; 
• Monitors the performance of the Units and makes recommendations for corrective action and changes in plans, where necessary; 
• Assists in the restructuring and reorganization of Units to meet the changing requirements of Corporate Objectives and Strategies as identified in the Corporate and Strategic Planning process; 
• Directs the preparation of the Quarterly Reports across Units and compiles draft submission to the Chief Personnel Officer; 
• Determines administration gaps and co-ordinates the standardization of procedures throughout the Office; 
• Ensures that adequate supplies/amenities are available and office equipment is in good working order; 
• Oversees the procurement of goods and services for the Office in accordance with Government’s Procurement policies and procedures; 
• Analyzes documents tendered by Companies for supply of goods and/or services, in consultation with technical experts and prepares recommendations and makes presentations to the Procurement Committee and the Chief Personnel Officer; 
• Examines and co-ordinates submissions to the Procurement Committee and advises the Unit making submissions of the decisions of the Committee. 

To oversee and ensure the effective management of financial functions throughout the Office to facilitate the achievement of the Corporate Objectives: 

• Develops and administers systems and procedures that provide effective control over financial and human resources; 
• Oversees the preparation of Cash Flow Statements across Units and manages the containment of expenditure within Warrant limits through commitment planning and control; 
• Co-ordinates the preparation of responses to audit queries across the Office for the attention of the Chief Personnel Officer; 
• Ensures that adequate financial resources are available prior to funds being committed and that the required documentation is provided to support payments in compliance with the Government’s Accounting principles and practices. 

To facilitate the provision of Information Technology Systems to support the efficient and effective operations of the Office: 

• Oversees the provision of information requirements to all internal and external customers of the Office in a timely, responsive, and cost-effective manner; 
• Oversees the development, upgrade and implement of information systems in accordance with the needs of the Office; 
• Participates/initiates plans and implements strategies that will ensure the achievement of the Office’s Information Technology objectives and goals; 
• Ensures the optimum use of the Office’s Information Technology resources. 

Human Resource Management: 

• Provides leadership and guidance to Direct Reports through effective planning, delegation, communication, training, mentoring, coaching and performance assessment;
• Ensures staff is aware of, and adheres to organizational policies and procedures;
• Ensures the effective utilization of staff in the Team to maximize productivity and enhance personal development; 
• Ensures the welfare and developmental needs of Direct Reports are clearly identified and addressed. 

Other: 

• Leads/participates in internal and external cross-functional teams to represent the views and interests of the Office, as required; 
• Acts as resource person on selection panels service wide; 
• Oversees the processing of applications for permission to accept paid employment and/or auditorship/directorship of a company/society or operate personal business;
• Performs any other related duties that may be assigned from time to time by the Public Service Commission and/or the Chief Personnel Officer. 

Required Knowledge, Skills and Competencies

• Excellent knowledge of Human Resource Management framework and regulations (eg. Public Service Regulations, Staff Orders, Accountability Agreements) and Labour Laws of Jamaica 
• Excellent knowledge of Government Administration and Financial Accounting and Procurement 
• Excellent problem-solving, strategic thinking and analytical skills 
• Excellent human resource/people management skills 
• Excellent oral and written communication skills 
• Excellent interpersonal skills 
• Excellent leadership skills 
• Good planning and organizing skills 
• Sound personal and professional integrity 
• Sound technical knowledge and expertise 
• Confidentiality and integrity 
• Ability to think and manage strategically 
• Computer literacy (Microsoft Office Suite) 

Minimum Required Qualification and Experience

• Master’s Degree in Business Administration, Management Studies, Human Resource Management or any other related discipline; 
• Six (6) years’ experience in the Public Sector, three (3) years of which must be at the managerial level. 

Special Condition Associated with the Job

• Position requires travelling and occasional overnight stays. 

Please note that only shortlisted applicants will be contacted.