Public Procurement Clerk + Administrative Assistant + Branch Manager + Human Resource Officer + Postal Security Administrator + Directors

CIRCULAR No. 169 

26th April, 2022

OSC Ref. C. 62229

Permanent Secretaries, Heads of Department and Chief Executive Officers are asked to invite applications from suitably qualified officers in their Ministries/Departments/Agencies to fill the following vacant posts in the Post and Telecommunications Department:

 

1.    Director, Organizational Development and Performance Management (GMG/SEG 3), salary range $2,551,250 - $3,032,634 per annum and any allowance(s) attached to the post.

 

2.    Director, Strategic Planning Performance, Monitoring and Evaluation (GMG/SEG 3), salary range $2,551,250 - $3,032,634 per annum and any allowance(s) attached to the post.

 

3.    Postal Security Administrator (GMG/AM 4), salary range $1,467,234 - $1,744,080 per annum and any allowance(s) attached to the post.

 

                            4.    Human Resource Officer (Employee Relations) (GMG/AM 4), salary range $1,467,234 -

$1,744,080 per annum and any allowance(s) attached to the post.

 

5.    Branch Manager 1 (PTO/PMA 5), salary range $1,451,542 - $1,725,428per annum and any allowance(s) attached to the post.

 

6.    Administrative Assistant (GMG/AM 2), salary range $1,025,878 - $1,219,446 per annum and any allowance(s) attached to the post.

 

7.    Public Procurement Clerk (PIDG/RIM 1), salary range $655,604 - $779,307 per annum and any allowance(s) attached to the post

 

1.    Director, Organizational Development and Performance Management (GMG/SEG 3)

 

Job Purpose

 The Director, Organizational Development and Performance Management, is responsible for:

·            Co-ordinating activities for the development, implementation and integration of strategies for the Department’s development at the organizational, divisional and individual levels, leading to a more efficient and effective workforce and utilization of Human Resources;

·            Co-ordinating and managing activities for the Performance Management Appraisal Process/Performance Management and Appraisal System (PMAS)/Employee Performance Management System (EPMS) of the Department to improve performance at the organizational, divisional and individual levels;

·            Developing and implementing the execution of a framework for modernisation/organizational review initiatives within the Department.

 

Key Responsibilities

Management/Administrative:

·         Assists with the development and implementation of the Branch’s Business/Strategic and Operational Plans and Budget;

·         Plans, directs and monitors the work of the Organizational Development and Performance Management (OD & PM) Section by developing its Unit Plan and Budget and ensuring that direct reports’ Individual Work Plans are prepared;

·         Manages the daily operations of the OD & PM Section to consistently provide a high level of service to clients;

·         Prepares and submits status and other reports as requested;

·         Provides guidance/advice to the Postmaster General, Director, HRMD and other personnel on Organizational Development and Performance Management matters;

·         Represents the Department at meetings/conferences and other fora as directed.

Technical:

·         Conducts (use of surveys, focus groups and other relevant methodologies) organizational needs assessments to determine organizational readiness for change;

·         Identifies and communicates the compelling need for change/improvement by being an advocate for positive change and improvement within the Organization;

·         Collaborates with management to develop and employ Change Management strategies;

·         Analyzes change initiatives and recommends strategies for corrective action, where necessary;

·         Recommends and works collaboratively with stakeholders to find creative solutions that drive staff attraction, engagement and retention;

·         Recommends, co-ordinates and participates in creating leadership and staff development strategies and programmes and a culture of continuous learning aligned with the organization’s strategic direction;

·         Recommends solutions to problems identified, including changes to the Department’s organization structure, systems, processes and office layout;

·         Collaborates with key stakeholders to develop and maintain Human Resource systems (policies and Standard Operating Procedures);

·         Examines relevant statutes, regulations, reports and directives related to the Department to determine its functional responsibility in keeping with legislative framework;

·         Conducts job analysis and develops and maintains Job Descriptions and Terms of References;

·         Conducts Desk Audits to validate job responsibilities and duties;

·         Ensures the preparation and maintenance of functional profiles and organizational charts for the Department and its Divisions;

·         Conducts Post Audits of the Civil Service Establishment Act and makes recommendations to the Ministry of Finance and the Public Service (MOFPS) in keeping with changes in the machinery of Government;

·         Reviews the Organization’s structure and makes recommendations to align it with the Strategic Objectives of the Department;

·         Prepares proposals for organizational reviews in keeping with achieving the goals of the Department and liaises with MOFPS to consider proposals made;

·         Assists with the implementation of recommendations from studies and consultancy outputs to ensure that value for money is achieved;

·         Assists with designing and implementing mechanisms for evaluating employees’ satisfaction and recommends programmes to improve areas of dissatisfaction critical to the effective operation of the organization;

·         Assists with career guidance and counselling;

·         Provides advice to management and other staff on Organizational Development and Performance Management issues/matters;

·         Manages performance management and appraisal for staff in the Department;

·         Manages the implementation and administration of the PMAS/EPMS within the Department with the support of the Employee Performance Management Team (EPMAT) and the Core Project Team (CPT) by:-

ü  Co-ordinating and participating in the development as well as the maintenance of the requisite PMAS documents such as the Change Management, Communication and Training Plans

ü  Co-ordinating, conducting and participating in PMAS Sensitization Sessions

ü  Co-ordinating and participating in the development and maintenance of the Department’s Competency Framework.

ü  Maintaining Job Descriptions in keeping with the Department’s Competency Framework

ü  Providing assistance to Divisional Managers and staff in preparing Unit and Individual Work Plans

ü  Co-ordinating and participating in the development and maintenance of a Rewards and Recognition Policy for the Department

ü  Co-ordinating the establishment of and chairing the Rewards and Recognition Committee

ü  Co-ordinating and participates in the development and maintenance of Standard Operating Procedures for the processing of appraisal forms

ü  Ensuring the development and maintenance of a PMAS/EPMS Database

ü  Preparing PMAS/EPMS Reports for submission to the relevant stakeholders

ü  Liaising with and providing assistance to Heads of Divisions regarding the Performance Management and Appraisal Process

ü  Ensuring the development of systems to maintain PMAS/EPMS records.

Human Resource Management:

·         Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends or initiates corrective action, where necessary;

·         Participates in the recruitment of staff for the Department and recommends staffing arrangements in keeping with established Human Resource Procedures and Policies;

·         Provides leadership and guidance to direct reports through effective planning, delegation, communication, coaching, training and mentoring;

·         Takes steps to address the welfare and developmental needs of staff in the Unit;

·         Makes provisions for direct reports to have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively;

·         Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service and Department;

·         Recommends disciplinary action, leave and staffing arrangements for direct reports.

 

Other:

·         Serves on designated Management Committees in the Department;

·         Performs other related duties that may from time to time be assigned.

 

Required Knowledge, Skills and Competencies

 

·         Knowledge of the Public Service Regulations, Staff Orders for the Public Service, the Financial Administration and Audit Act Financial Instructions and other GoJ policies that guides the delivery of HRMD services

·         Knowledge of GoJ’s Budget Management process

·         Sound Knowledge of current trends in Organizational Development and Performance Management

·         Sound knowledge of Research and data analysis techniques

·         Sound Knowledge of management processes, performance management systems and techniques, systems analysis, job analysis, writing Job Descriptions and Work Plans

·         Excellent oral and written communication skills

·         Sound planning and organizing skills

·         Good interpersonal skills

·         Sound problem-solving and decision-making skills

 

Minimum Required Qualification and Experience

 

·         Undergraduate Degree in Public Administration, Management Studies, Human Resource Management/Development, Business Administration or a related field from an accredited tertiary institution;

·         Four (4) years’ experience in Human Resource Management and Development at the middle management level in an organization of similar size and complexity;

·         Specialized training in Management Analysis, Performance Management and Appraisal Systems and Change Management would be an asset.

 

Special Conditions Associated with the Job

·         May be required to work beyond regular working hours;

·         Will be required to spend long hours sitting and using office equipment, computers and attending Sessions;

·         Required to travel islandwide;

·         May be required to travel overseas.

 

2.    Director, Strategic Planning Performance, Monitoring and Evaluation (GMG/SEG 3)

 

Job Purpose

 

The Director, Strategic Planning, Performance Monitoring and Evaluation is responsible for the Department’s strategic business planning to include the alignment of all key corporate and support functions to the objectives of the Department, managing organizational performance, and internal and external reporting of corporate performance. Using the Cabinet Office’s Performance Management Evaluation System framework (PMES), this position incorporates into the Strategic Business Plan the expectations and direction from the National Vision Plan, parent Ministry, internal stakeholders and partner agencies, ensuring that performance expectations and results are aligned with the Mission, Vision and Values of the Post and Telecommunications Department.

Key Responsibilities

Management and Administrative:

·         Plans, directs and monitors the work of the Strategic Planning, Performance Monitoring and Evaluation Unit by developing its Operational/Unit Plan and Budget and ensuring that the direct reports’ Individual Work Plans are prepared;

·         Ensures the establishment of mechanisms within the Unit to enable the achievement of its objectives effectively and efficiently;

·         Prepares Individual Work Plan;

·         Participates in the co-ordination of Strategic Planning Retreats, Executive Management and Senior Management meetings;

·         Prepares reports for and participates in Review Sessions/Quarterly Review Meetings at the Ministry of Science, Energy and Technology (MSET);

·         Prepares and submits activity/performance, special and other reports for review and action;

·         Represents the Department at meetings/conferences and other fora as required.

Technical/Professional:

·         Directs and co-ordinates a comprehensive Strategic Planning process for the Department by ensuring full stakeholder participation in the planning and implementation of performance measures to support its goals, objectives, Budget, plans and priorities;

·         Co-ordinates the activities required for the development of the Department’s Budget;

·         Ensures support is provided to Divisional/Branch Heads in the development of their Strategic and Operational Plans and Budget ensuring that they are directly linked to the Department’s strategic objectives and performance indicators;

·         Co-ordinates in collaboration with the Human Resource Management and Development Branch and other key stakeholders Strategic Planning and Budget preparation sensitization sessions to equip relevant officers to participate in the Strategic Planning process for their respective areas and the Department;

·         Ensures that policy, technical and other inputs are integrated into the development and review of the Department’s Strategic Business and Operational Plan;

·         Co-ordinates and chairs periodic Strategic Business and Operational Planning and Review Meetings with internal stakeholders to facilitate the provision of updates, evaluates performance targets and recommends strategies to enhance the achievement of objectives;

·         Assists Heads of Division/Branch in identifying problems and potential barriers to effective implementation of planned projects and recommends corrective actions as required;

·         Ensures compliance with the Government of Jamaica’s Performance Monitoring and Evaluation System (PMES) by issuing monitoring and evaluation guidelines to Divisional/Branch Heads and conducting of reviews to ensure compliance to established standards;

·         Develops performance measures and quantifies intermediate outcomes, outputs, responsibilities, results, products and services, where possible, using unit cost measures to assess programme efficiency;

·         Ensures the use of performance measures to work toward the achievement of identified missions, goals, objectives and any applicable benchmarks;

·         Evaluates critical programmes that are aligned to Government’s priorities;

·         Includes PMES requirements and strategies in the Performance Evaluation Instrument as outlined in the GoJ Accountability Framework for Senior Executive Officers;

·         Conducts surveys, analyzes and prepares reports and recommendations regarding the Department’s planning, implementation and performance in accordance with the guidelines outlined by the Cabinet Office;

·         Collects sound financial and non-financial information and maintains such information in an effective performance database for effective decision making.

 

Human Resource:

·         Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends or initiates corrective actions where necessary

·         Participates in the recruitment of staff for the Department and recommends staffing arrangements in keeping with established Human Resource procedures and policies.

·         Provides leadership and guidance to direct reports through effective planning, delegation, communication, coaching, training and mentoring.

·         Takes steps to address the welfare and development needs of staff in the Unit.

·         Makes provisions for direct reports to have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively.

·         Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service and Department.

·         Recommends disciplinary action, leave and staffing arrangements for direct reports.

 

Other:

·         Leads/participates in cross-functional groups/teams as required.

·         Establishes and maintains a network of Corporate Planning practitioners in the public and private sectors as a means of information sharing and professional development.

·         Serves on related and other committees as required/directed.

·         Performs other related duties that may from time to time be assigned.

Required Knowledge, Skills and Competencies

·         Ability to analyze and interpret financial and other corporate information for decision making.

·         Sound Planning and Organizational Skills

·         Good Interpersonal Skills

·         Sound problem solving and decision- making skills

·         Excellent leadership skill

·         Knowledge of GoJ’s strategic planning and budget management processes.

·         Knowledge of Performance management techniques.

·         Knowledge of The Public Service Regulations, Staff Orders for the Public Service, The Financial Administration and Audit Act Financial Instruction and other related policies and guidelines.

·         Knowledge of Research and analytical skills.

·         Knowledge of Corporate functions and their potential strategic contribution

Minimum Required Qualification and Experience

 

·         Bachelor of Science in Public Sector Management, Planning and Development, Management Studies, Business Administration or related area from an accredited tertiary institution; plus

·         Four (4) years related experience, including two (2) years’ at a middle or senior management level.

·         Training in Strategic/Corporate Planning would be an asset.

 

Special Conditions Associated with the Job

·         Normal office conditions

·         May be required to work beyond regular working hours

·         Spend long hours sitting and using office equipment

·         Required to travel island wide

·         May be required to travel overseas

 

3.    Postal Security Administrator (GMG/AM 4)

Job Purpose

Under the direct supervision of the Chief of Security (COS), the Postal Security Administrator is responsible for providing technical administrative support in relation to security operations and safety procedures.

Key Responsibilities

 

Management/ Administrative:

·         Prepares Individual Work Plan in collaboration with supervisor;

·         Participates in the preparation of the Unit’s Operational Plan and Budget;

·         Liaises with contracted security companies on security issues;

·         Liaises with external Agencies such as the police, security firms and MDAs;

·         Drafts Managers and Board of Directors reports;

·         Processes applications for the dissemination of new and renewed Identification Cards;

·         Prepares Minutes for Security Meeting;

·         Processes and maintains correspondence files;

·         Prepares files for investigation and submits them to the relevant personnel;

·         Verifies invoices submitted to security providers and submits them to the Procurement Committee;

·         Maintains records and processes the issuing of seals, clamps and keys to the Imprest Team;

·         Advises the relevant parties on the dates for the imprest and the number or personnel required;

·         Inspects logs of entry and exit of personnel, material, vehicle and stores;

·         Collects, files and stores Log Sheets;

·         Records deviations from the Department’s Security policies and procedures;

·         Maintains records on information on contrabands/narcotics found in mail;

·         Conducts background checks and submits reports.

Technical/Professional:

·         Drafts letters to the authorities advising of break-ins and attempted break-ins, appropriation of funds, fraud and other security matters;

·         Participates in security related Tender Management process;

·         Prepares draft estimates for security related procurement;

·         Oversees the search of mail with the Hi X-Ray Machine to identify contrabands;

·         Manages the processing of damaged clamps and the issuance of new clamps;

·         Adjusts access control levels and issues/receives access cards for all PTD staff and contractors;

·         Travels to Post Offices and postal points to make assessment on security and safety issues;

·         Maintains Investigation Database;

·         Evaluates and reports on Security Contractors performance and reports on same;

·         Assists with the monitoring and review of the Camera System;

·         Performs any other related duties that may be assigned from time to time.

 

Required Knowledge, Skills and Competencies

 

·         Good oral and written communication skills

·         Good planning and organization skills

·         Good interpersonal skill

·         Incident handling and analysis skills

·         High level of integrity and confidentiality

·         Knowledge of Security Mechanisms Knowledge of Security Architecture Knowledge of Occupational Safety and Health

·         Knowledge of UPU Security Standards and Post Office Act (1941)

·         Knowledge of Post Office Act (1941)

·         Knowledge of the Government/Department’s policies and procedures

·         Proficiency in Microsoft Office Suite

Minimum Required Qualification and Experience

·         First Degree in Management Studies, Business Administration or equivalent;

·         Training in Security Management;

·         Training in Records Management;

·         Proficiency in Microsoft Office Suite

·         Two (2) years’ experience in the Security Industry.

Special Conditions Associated with the Job

·         Extensive traveling islandwide;

·         High risk environment;

·         Exposure to criminal activities with local, regional and international reach.

 

4.    Human Resource Officer (Employee Relations) (GMG/AM 4)

Job Summary

 

The Human Resource Officer (Employee Relations) provides support in the administration of Industrial Relations, Disciplinary and Grievance matters by co-ordinating the respective activities geared towards fostering an ordered and harmonious Industrial Relations Climate within the Department.

Key Responsibilities

 

Administrative/Managerial:

·         Prepares Individual Work Plan;

·         Represents the Department at meetings, conferences and other fora as directed;

·         Prepares status and other reports;

·         Provides administrative support in respect of Employee Relation matters;

·         Keeps staff abreast of Human Resource policies and regulations;

Technical:

·         Assists with the development of strategies and programmes designed to encourage good Labour Relations;

·         Provides advice to managers and staff about Grievance, Industrial Relations and Disciplinary matters;

·         Investigates the causes of grievances, disputes and circumstances relating to work stoppages and other forms of labour unrest as directed;

·         Assists with preparing and making presentations to staff on Employee Relations matters;

·         Develops and maintains mechanism(s) to record and monitor all grievances filed by staff and claims presented by Staff Associations to ensure they are followed through to finality;

·         Co-ordinates and attends meetings within the Department relating to Industrial Relations, Disciplinary and Grievance matters. Takes and disseminates action notes as required;

·         Provides support at meetings at the Ministry of Labour and the Industrial Disputes Tribunal as required;

·         Co-ordinates and participates in the activities for the :-

ü  establishment and operation of a Disciplinary Committee

ü  development, implementation and maintenance of the Department’s Code of Conduct and Disciplinary Policy as well as other policies that promote a harmonious Industrial Relations Climate.

·         Administers the Disciplinary and Grievance processes for the Department;

·         Drafts disciplinary and related documents for review;

·         Prepares for review, submissions (such as interdiction, consideration to terminate temporary employment) for the Human Resource Executive Committee (HREC) for consideration;

·         Monitors staff punctuality and takes action to process unpunctuality cases in keeping with the Department’s Punctuality Policy;

·         Monitors Disciplinary and Criminal matters and drafts correspondence to request or provide updates to the relevant stakeholders.

Required Knowledge/Skills/Competencies

·         Knowledge of The Public Service Regulations, Staff Orders for the Public Service, Financial Administration and Audit Act Financial Instructions and other GoJ policies that guide the delivery of HRMD services

·         Knowledge of Labour Laws and Industrial Relations practices

·         Excellent interpersonal skills

·         Good oral and written communication skills

·         Good planning and organizational skills

·         Ability to work with others in the pursuit of team goals

Minimum Required Qualification and Experience

 

·         First Degree in Human Resource Management, Management Studies, Business Administration, Public Administration, Psychology or related discipline from a recognized tertiary institution; plus

·         A minimum of two (2) years’ experience in a Human Resource Management and Development position in an organization of similar size and complexity.

5.     Branch Manager 1 (PTO/PMA 5)

Job Purpose

 

Under the direct supervision of the Regional Manager, the Branch Manager 1 directs, co-ordinates and manages the operations of the Post Office effectively and efficiently. The incumbent is responsible for the management of products and services offered by the Post Office and undertakes the custody and accounting for cash, stock and all other items of value.

Key Responsibilities

Management and Administrative:

·         Develops the Post Office Operational Plan, Unit Plan, Staff Individual Work Plan and Budget in collaboration with the Regional Manager;

·         Prepares Individual Work Plan in collaboration with direct reports;

·         Assists with the development, implementation and review of the Post Office Standard Operation Procedural Manual and ensures compliance with stipulated guidelines;

·         Participates in preparation of World Post Day activities;

·         Certifies Travel Claims for officers under supervision;

·         Provides leadership and direction to Staff to ensure Organizational Standards and policies are maintained and followed;

·         Makes proper arrangements for daily opening and closing of office, and the custody of key(s);

·         Attends Departmental Meetings and reports on (Postal Branch) Post Office activities and provides feedback to staff;

·         Convenes Staff Meetings to ensure effective and efficient management in the (Postal Branch)Post Office;

·         Advises and makes recommendations to the Regional Manager on the development of the Post Office;

·         Initiates investigations solely and or co-operatively into breaches of, but not limited to the State’s, Government’s and the Department’s various rules and regulations, FAA Act, illegal activities and misuse within the Nation’s Postal System.

·         Liaises with Members of Parliament in the constituency in relation to the (Postal Branch) Post Office;

·         Keeps abreast with trends and best practices in Postal Management and Operations;

·         Represents the Department at fora, conferences, meetings and seminars, disseminate information/knowledge gained to Staff and implement change where necessary.

 

Technical/Professional:

·         Ensures prompt and accurate dispatch of mail to feeder Post Offices and Central Sorting Office by monitoring arrival and departure of Mail Vans and Postal Couriers as well as signing off on transportation claims;

·         Monitors and reviews information entered on the automated Track and Trace Systems and Custom Delecaration System regarding letters and parcels and making the required update where necessary;

·         Collects, collates and safeguards information, data and evidence, in all its various forms and disseminates to those authorized on a need to have, know basis;

·         Provides support on training development;

·         Provides support in the monitoring and assessment of customer satisfaction;

·         Assists with continuous review of Postmen Districts.

Accounting:

·         Acts as custodian for all main stock, cash, stamps and valuables assign to the Post Office and securing item in the Vault on behalf of the Postmaster General in accordance with the FAA Act Regulations;

·         Prepares for submission Cash Book Statements of Revenue and Expenditure, Daily Mail Statistics and monthly Reports of all transaction to the Regional Manager and the Senior Director, Finance and Accounts;

·         Ensures all cash, stock and valuables are checked or processed in dual custody and are matched against remittance advice;

·         Manages the stock level and Imprest in staffs’ possession ensuring that there is adequate imprest and stock at all time;

·         Conducts routine checks of imprest and stock held by staff to ensure that there is no misappropriation of funds;

·         Ensures that results of audit/check are properly recorded and that staff signs and dates same;

·         Collects revenues daily and makes daily deposits to the Postmaster General Account directly or by Registered Mail;

·         Records daily, the receipts and payments of all transactions in the Revenue, Deposit and commercials services Cash Books;

·         Maintains an up-to-date Till Book by recording imprest and stock assigned to staff and ensures custodians sign for all valuables on a monthly basis;

·         Remits excess cash to Miscellaneous Revenue Account in the Finance and Accounts Division and makes notation in the appropriate Register/Book.

·         Ensures that shortages are rectified to reflect the correct balance of monies received with immediate effect;

·         Maintains an up-to-date Receipt Book Register, Seal Register and Fraud-Stopper Bag Register in accordance with the Post Office guidelines and FAA Acts;

·         Ensures that all official records for the assigned Post Office are maintain appropriately;

·         Supervises activities pertaining to PATH payments; assists with PATH payment and reconciliation of statements;

·         Supervises the collection of revenue for Private Letter Boxes Operations, ensuring that the revenues collected are recorded in the appropriate book and receipts are issued.

 

Human Resource Management:

·         Participates in recruitment, transfer and promotion of staff;

·         Ensures the developmental and welfare needs of the staff are identified and addressed;

·         Reviews, monitors and evaluates the performance of staff and recommends corrective actions where necessary;

·         Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;

·         Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Post Office and Department’s goals;

·         Fosters an atmosphere of trust, high ethical and confidentiality standards;

·         Administers, in conjunction with the Human Resource Management Unit, the discipline of staff at Post Office;

·         Engages in local Succession Planning with a view to support Human Resource strategic objective;

·         Ensures that the Attendance Register is maintained and that Attendance Reports, involving all staff, are prepared and submitted;

·         Manages Departmental/Casual and Sick Leave in accordance with the Staff Orders and internal guidelines;

·         Recommends Vacation Leave for staff as appropriate and ensures submission to the Regional Manager and the Human Resource Division;

·         Ensures that direct reports are informed of organizational policies, procedures and standards;

·         Deploys staff to meet the changing workflow to ensure staff is effectively utilized and productivity optimized;

·         Performs any other related duties assigned by Supervisor.

 

Required Knowledge, Skills and Competencies

·         Sound knowledge of accounting principles and practices

·         Sound knowledge of Records Management

·         Excellent oral and written communications skills

·         Customer Service and interpersonal skills

·         Leadership skills

·         Knowledge of UPU Standards

·         Knowledge of Post Office Act (1941)

·         Knowledge of Post Industry and its Operations

·         Knowledge of the Government/Department’s policies and procedure

·         Knowledge of the FAA Act

·         Knowledge of the Staff Orders and the Public Service Regulations

Minimum Required Qualification and Experience

·         Bachelor of Science Degree in Public Administration/Management Studies, Business Administration or equivalent from an accredit Institution

·         Four (4) years’ work experience, one (1) of which should be at the management level

Special Conditions Associated with the Job:

·         High Risk Environment

·         Exposure to large sums of money

·         Exposure to criminal activities with local, regional and international reach

 

6.     Administrative Assistant (GMG/AM 2)

Job Purpose

The Administrative Assistant is responsible for providing administrative support to the Director, Strategic Planning, Performance Monitoring and Evaluation and the Unit in order to ensure that its functions are effectively and efficiently executed

 

Key Responsibilities

 

Management/Administration:

·         Assists with the preparation of the Unit’s Operational/Unit Plan and Budget;

·         Prepares Individual Work Plan in collaboration with Supervisor;

·         Organizes and manages the day-to-day activities of the Unit as directed;

·         Maintains calendar of activities for the Unit and arranges appointments, meetings, consultations and other for a;

·         Receives and screens incoming telephone calls to the Director, providing friendly and professional greeting, directing calls, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses and responds where appropriate;

·         Follows established rules and procedures in responding to requests and queries and redirecting items and/or visitors to other staff members;

·         Processes incoming and outgoing correspondence on behalf of the Director/Unit.

 

Technical/Professional:

·         Arranges and attends meetings and ensures that the Minutes are taken, transcribed and distributed as required;

·         Ensures the maintenance of a records and information management system to facilitate ease of access, security and confidentiality of information;

·         Composes, types, formats, edits, revises, proofreads and processes a variety of documents and forms independently, from notes or from oral instructions;

·         Prepares routine monthly reports, special and other reports as directed from time to time;

·         Creates an Electronic Tracking System to record all deadlines and important matters, bringing them to the attention of the Director and interfacing with officers concerned to ensure that deadlines and important matters are completed;

·         Assists with maintaining the performance database within the Unit;

·         Sources and collates information from specialist and primary sources, the internet and other secondary sources, to assist the Director to prepare for meetings and other fora as well as to make recommendations to internal and external stakeholders;

·         Assists in research activities for the Unit;

·         Assesses submissions to the Director and where appropriate, deals with them or otherwise brings them to early attention so that they can be addressed without delay;

·         Performs any other related duties assigned from to time to time.

 

Required Knowledge, Skills and Competencies

 

·         Ability to work on own initiative

·         Good oral and written communication skills

·         Excellent time management skill

·         Planning and organizational skills

·         Proficient in the relevant computer application

·         Good Records Management skills

·         Working knowledge of the Public Service Regulations, Staff Orders for the Public Service, The Financial Administration and Audit Act Financial Instructions.

·         Knowledge of Government of Jamaica records and information management practices and principles

·         Knowledge of Web-based research techniques

·         Knowledge of Office management practices and principles

Minimum Required Qualification and Experience

·         Four (4) CSEC subjects at the general level with grades 1- 3/GCE O’ Level subjects grades A-C including mathematics/numeric subject and English Language; plus

·         Certificate in Business Administration, Management Studies and Public Administration from a recognized tertiary institution or Diploma in Administrative Management from the Management Institute for National Development (MIND).

·         Four (4) years related experience.

Special Conditions Associated with the Job

·         Normal office conditions

·         May be required to work beyond regular working hours

·         Spend long hours sitting and using office equipment

 

7.     Public Procurement Clerk (PIDG/RIM 1)

 

Job Purpose

 Under the general supervision of the Director 3, Procurement, the Procurement Clerk is responsible for providing the necessary in the issuing of tenders and the pre/post Biding process.

Key Responsibilities

·         Disseminates Tender documents;

·         Represents Procurement Unit at Tender Closing and Opening Exercises as Recording Clerk;

·         Seals Tender boxes at stipulated deadlines;

·         Ensures Tenderers sign Bid Receipt Register;

·         Prepares Purchase orders;

Required Knowledge, Skills and Competencies

·         Sound communication and interpersonal skills

·         Good organisational skills

·         Ability to take own initiative and be a self-starter

·         Ability to maintain confidentiality

·         Competent in:-MS Excel, MS PowerPoint, MS Word and Report Writing.

·         Good command of the English language

·         High degree of integrity and diplomacy

Minimum Required Qualification and Experience

·         Diploma in Business Administration/Management Studies/Accounting or any other related field

·         One (1) year(s) of working experience in the related field

Special Conditions Associated with the Job

·         Typical office environment, no adverse working conditions;

·         Participation in retreats/meetings outside of normal working hours may be required from time to time;

 

Applications accompanied by résumés should be submitted no later than Monday, 9^th May, 2022 to:

Director, Human Resource Management and Development
Post and Telecommunications Department
6-10 South Camp Road
Kingston, CSO
Email: hrunit@jamaicapost.gov.jm

 

Please note that only shortlisted applicants will be contacted.

 

Please ensure that a copy of this circular is placed at a strategic position on the Notice Board of the Ministry/Department/Agency and brought to the attention of all eligible officers.