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Office Manager (Level 5)

Office Manager (Level 5)
Company:

(Confidential)


Details of the offer

WebsiteTax Administration Jamaica
Working together to serve you EVEN better
Tax Administration Jamaica (TAJ), the largest tax collecting Authority in Jamaica, is seeking suitably qualified individuals to apply for the following vacant position:
Office Manager (Level 5) – Kingston

Job Purpose
To manage and oversee the general office environment, ensuring the availability of suitable furniture, equipment and tools and monitoring the operation of the Photocopy Room, the switch board and the reception area.

Key Outputs
Office managed;
Office furniture provided and maintained;
Office equipment maintained;
Photocopy room managed;
Disaster preparedness activities coordinated;
Operation of switch board and reception area managed;
Human Resource managed;
Reports prepared and submitted.

Key Responsibility Areas
Managerial and Administrative Duties
Provides leadership, support and guidance to all staff to ensure that Unit is effectively managed;
Assists with the development of the Operational and Work Plans with the supporting budget for the Unit, ensuring that all the relevant activities to be undertaken and required resources are considered and that expenditures are made within the budgetary allocations;
Manages and monitors the performance of the Unit;
Prepares the monthly Performance Reports for submission;
Establishes and enforces standards and rules of professional conduct for staff within the Unit in order to maintain the highest degree of confidence in its integrity and efficiency;
Ensures staff is aware of and operates in accordance with all relevant laws and policies;
Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service.
Technical and Professional Duties
Oversees the use and general aesthetics of the office, ensuring it is suitable and makes recommendation for improvement;
Ensures the offices, bathrooms and kitchen are kept in an immaculate condition;
Ensures air condition vents are kept clean and light bulbs are changed when necessary;
Monitors the Photocopying Room, ensures it is properly manned, paper usage is properly recorded and spoilage, waste and misuse of paper is eliminated;
Ensures office machines are serviced when necessary and they maintain a ninety-eight percent (98%) up time;
Monitors the installation of fire alarm systems and ensures the equipment is serviced as scheduled;
Monitors the usage of water filters and ensures they are readily available for use;
Gets money counters repaired on request of the Manager, Collections and ensures they are serviced as scheduled;
Oversees the collection/disposal of waste and ensures the replacement of sanitary waste receptacles;
Coordinates and monitors activities for disaster preparedness and emergency management;
Monitors all contracts for contractual services in place at the location;
Ensures proper use of office furniture;
Continuously inspects office furniture, ensures they are kept clean and makes recommendation for them to be repaired or Board of Surveyed as the need arises;
Inspects furniture repaired to ensure the correct ones are returned and they are properly restored before recommending payment;
Supervises the placement of furniture in the relevant offices;
Manages the preparation of office accommodation for staff and visiting delegations;
Ensures the switch board is constantly manned;
Ensures Office Attendants carry out their functions in a courteous manner;
Arranges for water to be served in the mornings on a timely basis;
Monitors use and distribution of office supplies;
Liaises with utility companies in the event of disruption of services;
Arranges for refreshment to be served on request, at meetings held in the office;
Maintains a log for the use of common facilities such as Conference Room, Training Room etc.;
Monitors activities and work of janitorial workers;
Oversees and monitors the work of other contracted workers in the absence of Property Management staff on location.
Human Resource Management Duties
Develops and manages the Unit’s HR plan that addresses staff requirements and succession planning;
Participates in the recruitment of staff for the Unit 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;
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 Unit and implements corrective measures;
Performs any other related duties that are assigned by the Director, Property and Office Management.

Performance Standards
This job is satisfactorily performed when:
Office is kept clean in a work conducive condition at all times;
Appropriate furniture is acquired, assigned, maintained and inspected at intervals for wear and tear;
The equipment/machines are serviced in accordance with service contracts/maintenance schedule;
Photocopy room is manned and paper use managed at all times;
Disaster preparedness activities are coordinated as stipulated;
Switch board is always manned and operated in accordance with TAJ’s Customer Charter;
Reception area is kept noise and clutter free and customers handled professionally;
Accurate, comprehensive reports are prepared and submitted by the stipulated time.
Human Resource policies and procedures are administered equitably without discrimination.

Required Competencies
Specific Knowledge
Excellent knowledge of office management and maintenance;
Knowledge of TAJ’s Code of Conduct and other relevant governing policies;
Knowledge of the Financial Administration and Audit (FAA) Act and the Procurement guidelines;
Working knowledge of the functions and operations of Tax Administration Jamaica;
Working knowledge of computer systems and the relevant applications.
Required Skills and Specialised Techniques
Good organizing, planning and decision-making skills;
Good communication, interpersonal and team skills;
High level of initiative, professionalism, good work ethics, time management and the ability to work under pressure.
Qualification and Experience
BSc. in Management Studies or the equivalent qualification;
Four (4) years’ work-related experience.

Working Conditions
Normal office environment;
Sometimes pressured to meet deadlines;
Travel (25-30%).
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Source: Jamaicanmedium

Job Function:

Requirements

Office Manager (Level 5)
Company:

(Confidential)


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