WebsiteHouses of Parliament
The Houses of Parliament invites applications from suitably qualified individuals to fill the following vacant post:
Facilities and Office Manager (GMG/AM 4)
Job Purpose
Under the general supervision of the Director, Corporate Services, the Facilities and Office Manager provides general office maintenance and transport services to the Houses of Parliament, the Office of the Leader of the Opposition and the Office of the Political Ombudsman.
Key Responsibilities
Technical
Carries out preventative, planned maintenance and undertake routine inspections of the buildings, fixtures, fittings, premises and grounds and assess for minor works or repairs required;
Arranges with the appropriate agency/authority concerning alterations, additions or repairs and improvements to the Parliament Buildings as necessary;
Oversees contractors effecting maintenance work in and around the premises and building of the Parliament;
Submits requisition for the Procurement of furniture, equipment and other office supplies as required; ensures that adequate stock is in the inventories at all times;
Manages the maintenance plan for the Parliamentary building and vehicles in the fleet;
Ensures that the offices and grounds are cleaned on a regular basis and properly maintained;
Manages contracts for services (light, water, telephone, air conditioning) and makes arrangements for changes in the agreements as appropriate;
Monitors the timely servicing of fleet and vehicles; ensures the timely renewal of motor vehicle fitness, license and insurance;
Maintains log of expenses, repairs and maintenance for motor vehicle fleet and office furniture and equipment;
Ensures that mail is processed for delivery both externally and internally on a daily basis; liaises with express shipment companies regarding dispatch of urgent correspondence locally and internationally;
Prepares and submits to the Director, Corporate Services, annual Strategic Plans and Operational Plans as required;
Prepares quarterly reports submitted within stipulated timeline.
Human Resource Responsibilities
Manages the welfare and development of direct reports through the preparation of performance appraisals and recommendation of required training and development programmes;
Provides leadership to direct reports through effective communication and delegation;
Provides guidance to direct reports through coaching and counseling;
Participates in the recruitment of staff for the Branch;
Ensures that direct reports are aware of and adheres to policies and guidelines of the organisation.
Required Knowledge, Skills and Competencies
Sound knowledge of office/inventory management
Knowledge of the operations of Government
Knowledge of Government policies and guidelines
Ability to work harmoniously with a diverse group of people at various levels externally and internally
Excellent decision-making and problem-solving, planning and organizing skills
Proficiency in the use of computer applications
Good interpersonal skills
Excellent oral and written communication skills
Demonstrates initiative and creativity
Sound knowledge of safety regulations and programmes
Good problem solving skills
Minimum Required Qualification and Experience
Certificate/Diploma in Business Administration
Training in audio visual communication technology
Training in Procurement Management
Training in Supervisory Management
Four (4) years working experience in related field
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