WebsiteMinistry of Finance and the Public Service
Development Through Excellent Service
The Ministry of Finance and the Public Service (MOFPS) invites applications from suitably qualified candidates to fill the following vacant post in the Public Appraisal Branch, Public Expenditure Division:
Administrator (GMG/AM 4)
Job Purpose
Under the general direction of the Principal Director, and working in close collaboration with Branch staff and relevant service providers, the Administrator is responsible for coordinating and liaising with MDAs in providing support services in facilitating capacity building, administrative support, documentation and logistics related activities of the Section, so as to enable improved Branch efficiency; and the implementation and administration of a records management system in support of Branch related activities, and the overall effective and efficient organisational functioning of PIMSEC.
Key Responsibilities
Technical/Professional
Coordinates and administers the development, implementation and evaluation of an Annual Work Plan, including programmes, strategies, goals and Budget;
Functions as the point person for sensitization, logistics and documentation matters within PIMSEC;
Collaborates with PDSS staff and Communications Officer in facilitating training and sensitization needs and in planning and executing interventions to build awareness around PIMS processes so as to enhance the capacity of MDAs’ project personnel;
Administers in collaboration with PDSS staff, a recordkeeping system to track participation and outcomes in training/sensitization activities so as to facilitate evaluation of progress in process improvements and capacity building;
Oversees and administers a documentation management system and database for the classification, storage, tracking and retrieval of records, including all projects screened and approved for entry into the Public Sector Investment Programme (PSIP);
Oversees and assists with development of a record classification system, including methods of organization and description, control mechanisms and tools;
Maintains business classification systems in accordance with GOJ RIM Policy and standards, and monitors and reviews arrangements and description of records for completeness;
Supports the Communications Officer in developing and maintaining archives of visual, audio and electronic materials;
Ensures the security, accuracy, quality and integrity of records within the system;
Assists with the development of policies for the records management programme and the implementation of a disaster preparedness and recovery plan;
Receives and processes requests for records and information by verifying, identifying routine as opposed to sensitive records and authorizing release and/or referral as deemed appropriate;
Monitors retention schedules, identifies records for disposal and co-ordinates their disposal in accordance with established retention and retirement schedules and legal and regulatory requirements;
Ensures adherence to records management procedures and policies, including security, retention, retrieval, disposal and disaster recovery;
Coordinates and manages the preparation of an annual report on PIMS as a means of highlighting project status, achievements and challenges, and improving communications and transparency with stakeholders, including the general public and IDPs;
Provides leadership in the provision of office management services including resources and other requirements for the Branch to function efficiently;
Stays abreast of trends and developments in the areas of responsibility by participating in conferences, workshops and seminars; reading professional publications; maintaining professional networks and participating in professional organizations.
Management/Administrative
Collaborates with the Principal Director in developing, implementing and monitoring an Annual Plan and Budget for the Unit;
Prepares internal Periodic and Special Reports on areas of responsibility including the status of programs, challenges and solutions;
Ensures appropriate policies, procedures and standards are in place to guide training and documentation related operations;
Provides orientation and sensitization in records management procedures;
Provides inputs in the development of the Management Information Systems that tracks and monitors progress on project-related activities;
Performs other related duties and responsibilities as may be determined by the Principal Director.
Required Knowledge, Skills and Competencies
Core
Strong interpersonal and customer service skills
Excellent presentation skills
Excellent oral and written communication skills
Well-developed planning, organizing and time management skills
Ability to forge effective working relationships, internally and externally
Meticulous attention to detail
Ability to multitask and work under pressure in meeting demanding schedules and timelines
Ability to maintain confidentiality and integrity in matters of a sensitive nature
Technical
Knowledge of the organization and maintenance of documentation management and database systems
Knowledge of the methods of design and development of classification system, control mechanisms and tools
Ability to develop training/sensitization plans and compose reports involving synthesis of a complex range of information
Proficiency in Microsoft Office Suite, spreadsheet programs, and database systems
Minimum Required Qualification and Experience
Bachelor’s Degree or equivalent in Public Administration/Administrative Management, or other relevant Social Science discipline;
Three to five (3-5) years’ experience working in a Records Management capacity or in an administrative capacity supporting a Senior Executive;
Exposure to project management skills and software would be added assets;
OR
An equivalent amount of relevant education and experience.
Special Conditions Associated with the Job
May be required to travel away from base occasionally, in the planning and execution of events;
May be required to lift and carry documents from one place to another;
May be required to work beyond normal working hours in order to meet deadlines.
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