OFFICE SUPERVISOR

(LEVEL 5)

The incumbent will report to the Administrator.

Job Purpose:

To organize and coordinate the delivery of support services and personnel in relation to transportation/fleet management, basic procurement, facility/building maintenance, stores asset and inventory management in order to ensure organizational effectiveness and efficiency.

Key Responsibilities:

Managing/Administrative Responsibilities

• Ensures that staff complies with the policies and procedures in the execution of their duties
• Prepares schedules of work for support staff and monitors to ensure that activities are executed according to Work Plans
• Conducts performance appraisals in accordance with established guidelines
• Liaise with staff and suppliers
• Coaching staff and recommending disciplinary actions to the Administrator
• Review and approve supplies requisitions prepared by the Senior Records Officer/Records Officers
• Requests and monitor to ensure completion of requests
• Verify receipt of supplies and services
• Maintain buildings and office equipment
• Respond to staff enquiries and complaints in a timely manner
• Assists with the investigation and preparation of reports of accidents involving fleet vehicles assigned to the location.

Technical/Professional Responsibilities

• Ensures that the daily cleaning and routine maintenance of office facilities including grounds maintenance are done and submit weekly report to Administrator.
• Selects and monitors service providers for repairs to facilities and ensures that minor facility repairs (plumbing, air conditioning, electrical etc.) are conducted efficiently and effectively
• Assists with identifying major repairs to be undertaken to facilities and informs Administrator about the condition.
• Facilitates the procurement and distribution of office supplies, furniture and equipment for items under $1,500,000.
• Maintains the central Stores and ensures that there is an adequate  stock of stationery, office and other supplies required by the Divisions and monitor and minimum stock levels in accordance with best practices.
• Ensures that an up to date schedule of assets is maintained and inventory records are kept current for relevant divisions
• Ensures that inventory location records are posted and up to date
• Assists the Administrator with the co-ordination of disaster preparedness and emergency management initiatives at the relevant location.
• Assists with and implement energy conservation initiatives
• Coordinates the daily use and deployment of vehicles assigned to the location
• Prepares weekly Vehicle Itineraries and Overtime Schedules and submits to Administrator
• Ensures Driver Log books are kept current and are signed daily and log sheets submitted weekly to Transport Supervisor.
• Ensures that Vehicle Advance Card Log is maintained and cards are used according to GOJ guidelines
• Ensures that Subsistence and Overtime Claim forms are properly completed, accurate and are checked against the Motor Vehicle Tracking System
• Monitors the Utilization of petrol and submits fortnightly reconciliation reports to Transport Supervisor.

Minimum Required Qualification and Experience

• Associate Degree or Diploma in Business Studies, Business Administration, Logistics, Operations Management, Management Studies or Supplies Management (MIND) or equivalent qualification
• At least two years’ experience in a similar position
• Working knowledge of GOJ procurement guidelines
• Knowledge of GOJ Transport Policy and Procedures
• Sound knowledge of Stores/Supplies management and practices
• Certificate in Supervisory Management would be an asset

A letter of Application accompanied by a Résumé should be submitted no later than May 22, 2023 to jobapplications@nla.gov.jm for the attention of:

The Director, Human Resource Management & Development

National Land Agency

8 Ardenne Road

Kingston 10

We appreciate all responses but only short-listed applicants will be contacted.