Job offer: Director, Property and Office Management

OrganisationTax Administration JamaicaReferenceVAC-53345Contract TypeFull-TimeIndustriesManagementLocationKingstonSalary & Benefits$9,401,821 € $12,644,404 per annumDate Posted09/10/2024Expiry Date25/10/2024Leads and manages operational plans, budgets, building maintenance, procurement, fleet management, and service contracts, ensuring policy compliance and strong stakeholder relations for effective TAJ operations.

 

JOB PURPOSE

To plan, direct and coordinate the management and execution of all functions relating to property and office management of premises owned and/ or occupied by TAJ staff island wide. This includes providing adequate and comfortable working environment, enforcing contractual agreements and providing proper office services. 

 

KEY OUTPUTS

• Operational Plan and supporting budget for Property and Office Management Services prepared and submitted; 
• Buildings, premises and officers occupied by TAJ’s staff maintained; 
• Construction, repairs and upgrading of buildings and fixtures monitored and completed; 
• Assistance in the development and implementation of TAJ’s Disaster Preparedness plan provided; 
• Motor vehicle policy guidelines implemented and enforced 
• Reports prepared and submitted; 
• Human and Financial Resources managed. 

 

KEY RESPONSIBILITY AREAS

Management and Administrative Duties 

• Provides leadership, support and guidance to staff to ensure that the Section is effectively managed; 
• Guides the preparation of the Operational and Work Plans with the supporting budget for the Section ensuring that all the relevant activities to be under taken and required resources are considered and that expenditures are made within the budgetary allocations; 
• Establishes and enforces standards and rules of professional conduct for staff within the Section in order to maintain the highest degree of confidence in its integrity and efficiency; 
• Implements established enterprise risk culture within teams/sections that is aligned to TAJ’s enterprise risk management objectives; 
• Plans, coordinates and directs all the activities of the functional areas;
• Ensures staff is aware of and operates in accordance with all the relevant policies and guidelines; 
• Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service; 

Technical and Professional Duties 

• Inspects and examines the buildings housing Tax Administration Offices and makes recommendation for renovation of the offices or for new offices to be constructed; 
• Prepares and manages the Capital Budget; 
• Prepares and manages the budget for maintenance and office management services to ensure that clear, cost management is maintained; 
• Ensures that TAJ continually improve its construction standards and performance in relation to energy conservation, refurbishment and maintenance projects; 
• Collaborates with the Occupational Safety and Health unit to Coordinates TAJ’s space needs and leads initiatives to acquire, construct, upgrade and maintain such premises; 
• Oversees the preparation of Project Charters, Scope of Works and Requests for Proposal (RFP); 
• Ensures adherence to the government’s procurement policy and guidelines for the procurement of goods and services; 
• Oversees the activities of the technical and professional consultants and contractors required to undertake maintenance projects; 
• Develops the Requirements and negotiates the Terms of Reference for the performance of service contracts; 
• Ensures Tax Administration’s offices island-wide are kept in optimum working conditions; 
• Enforces the management and maintenance of fleet vehicles in accordance with the Government of Jamaica/ Department’s Motor Vehicle Policy and guidelines; 
• Ensures that all designated drivers comply with the Road Traffic Act Regulation and possess the requisite licence and certification from the National Works Agency; 
• Monitors fuel consumption and maintenance of the vehicles, ensuring that these are restricted to the confines of the allocated budget; 
• Maintains, manages and provides aggregated reports (Sub-risk Register) on ERM activities under the purview of the Section as per required standards;
• Enforces adherence to all procedures for the reporting of motor vehicle accidents, thefts or any other motor vehicle incident in accordance with the Government of Jamaica/ Department’s Motor Vehicle Policy; 
• Guides negotiations on the terms and conditions for the provision of janitorial and sanitary disposal services, canteen facilities, and the rental and servicing of office equipment for all the relevant office locations; 
• Ensures proper contractual agreements that support the interest of Tax Administration are in place for the relevant services; 
• Establishes and maintains communication with key external agencies such as the Office of Disaster Preparedness and Emergency Management (ODEPEM), the Red Cross, the Jamaica Constabulary Force and the Jamaica Defence Force to prepare a Comprehensive Disaster Preparedness and Emergency Plan and to formulate strategies to be employed in case of emergencies; 

Human Resource Management Duties 

• Develops and manages the Section’s HR plan that addresses staff requirements and succession planning and liaises with the Chief Administration, Property and Security Officer. 
• Participates in the recruitment of staff for the Section and ensures that they are aware of and adhere to the policies and procedures of the Department; 
• Conducts periodical reviews of supervisees in accordance with the Work Plan; 
• Manages Leave Administration for staff as it relates to Casual, Sick and Vacation Leave. 
• Completes final performance assessments and recommends appropriate training and development programmes as necessary; 
• Initiates and participates in disciplinary proceedings relating to staff members within the Section and implements corrective measures; 
• Performs other work related duties assigned by the Chief Administration, Property and Security Officer. 

 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• Realistic Operational Plan with the supporting budget for the Section is done according to the guideline and submitted by the due date;
• Buildings, premises and offices housing the TAJ’s staff are properly maintained and proper office services provided; 
• Construction, repairs and upgrading projects are completed on time, within budget and in accordance with the Scope of Works and applicable regulations; 
• Assistance in the development and implementation of TAJ’s disaster preparedness plan is provided within the stipulated time; 
• TAJ’s motor vehicle policy guidelines are implemented, enforced and constantly monitored for adherence; 
• The terms and conditions of TAJ’s service contracts negotiated to always protect the Department’s interest; 
• Reports prepared and submitted in keeping with established standard and agreed timelines; 
• Human resource policies and procedures are administered equitably, without discrimination and financial resources used as budgeted; 

 

AUTHORITY TO:

• Recommend amendments to Terms of Reference and Scope of Works; 
• Approve expenditure for goods and services within budgetary allocation and guidelines; 
• Implement and monitor the Disaster Preparedness Plan; 
• Recommend amendments to procedures;

 

REQUIRED COMPETENCIES

Specific Knowledge 

• Excellent knowledge of Government Procurement Policies and Guidelines;
• Excellent knowledge of Contract and Property Management 
• Excellent knowledge of TAJ’s functions, operations and Code of Conduct;
• Excellent knowledge of management principles and practises; 
• Sound knowledge of the Financial Administration and Audit (FAA) Act and other applicable regulations and guidelines; 
• Sound knowledge of Disaster and Emergency Management Planning;
• Knowledge of legal and ethical issues in business 
• Working knowledge of computer systems and the relevant applications. 

Required Skills and Specialised Techniques 

• Excellent decision-making, planning and organizing skills; 
• Excellent judgement, analytical and time management skills; 
• Excellent communication, interpersonal and team building skills;
• Excellent negotiating and/or advocacy skills; 
• High level of initiative, professionalism, and the ability to work under pressure.

Qualification and Experience 

• MSc Degree in Management/ Public or Business Administration or the equivalent qualifications; 
• Certificate in Project Management; 
• Five (5) years experience in a related field with at least three (3) years in a senior management position. 

 

WORKING CONDITIONS

• Normal office environment with some exposure to disagreeable conditions
• Numerous critical deadlines and multiple competing projects; 
• Required to work outside of the normal working hours; 
• Travel (40%-50%).

 

 

While we thank all applicants for their interest, only short-listed candidates will be contacted.