The role is responsible to the Principal Engineer in facilitating procurement, managing assets, managing registry files and assist in daily operations of Human Resource Unit for the Department of Communications within the Ministry of Communications.
POSITION PURPOSE
The role is responsible to the Principal Engineer in facilitating procurement, managing assets, managing registry files and assist in daily operations of Human Resource Unit for the Department of Communications within the Ministry of Communications.
KEY RESPONSIBILITIES
The position will achieve its purpose through the following key duties:
1. Liaise with respective units and prepare a procurement plan for office stationaries, office equipment, office furniture’s and facilitate procurement as per approved procurement plan;
2. Ensure appropriate records are maintained for procurement, payments and inventories;
3. Facilitate regular inspection of office equipment and organise timely servicing and maintenance of office furniture’s and equipment;
4. Assist in the recruitment and selection activities for the Department of Communications positions;
5. Ensure that the Department of Communications office is in compliance with Occupational Health and Safety at Workplace Act and National Fire Authority regulation;
6. Maintain records of inward/outward correspondence, subject files, personal files, leave files, training files, and confidential files for the Department of Communications;
7. Regular update of Department of Communication staff information;
8. Timely submission of activity report;
9. Any other duties assigned by the Permanent Secretary.
KEY PERFORMANCE INDICATORS
Performance will be measured through the following indicators:
1. Ensure procurement of goods and services according to procurement plan and procurement process is in compliance with the Procurement Regulation and Instructions;
2. Maintain proper records of inventories, appropriate stock balances and conduct annual board of survey;
3. Ensure office premises are in compliance with occupational health and safety at workplace which includes renewal of workplace registration, regular servicing/ maintenance of office equipment, furniture’s and fittings;
4. Ensure recruitment for vacant positions are conducted in a timely manner and the processes are in compliance with Open Merit Recruitment and Selection (OMRS) guideline;
5. Ensure timely management of all records and correspondences;
6. Ensure timely submission of HR reports (including Annual Board of Survey and Loss Reports).
PERSON SPECIFICATION
In addition to a Diploma in Management, Public Administration, Business Administration or 3 years proven experience in administration duties in an organisation.
Additionally, the following Knowledge, Experience, Skills and Abilities are required to successfully undertake this role;
Knowledge and Experience
1. At least 3 years of proven experience in procurement, managing assets and recruitment responsibilities in an organization;
2. Knowledge and understanding of the Standard Operating Procedures in the Registry, General Orders 2011, Fiji Procurement Process, Fijian Constitution and other Government policies;
3. Sound knowledge of filing systems and records management.
Skills and Abilities
1. Demonstrated abilities to manage procurement process;
2. Demonstrated abilities in managing registry files and records;
3. Excellent communication and interpersonal skills;
4. Demonstrated ability to work both independently and as part of a team;
5. Ability to follow instructions and meet set deadlines;
6. Demonstrated ability to produce and analyse HR reports; and
7. Demonstrated customer and service oriented skills.
Applicants for employment in the Ministry of Communications must be Fijian Citizens, below the age of 55, be of sound health, fully vaccinated with a clear police record. The successful applicant will be required to provide a medical certificate and police clearance as a condition of employment.
The Ministry of Communications is an Equal Employment Opportunity Employer. Applicants are encouraged from all eligible and qualified applicants. Applicants highly assessed as having specific knowledge, experience, skills and abilities required for the job will be considered.
APPLICATION PACKAGE
Please refer to the attached role description for details of the interested position.
• Eligibility criteria for all applicants;
• Information on what to submit as your application;
• Information on how to submit your application, and how receipt of your application will be confirmed;
• Key Dates for the application and selection process;
• An application form for completion by all applicants;
• A Declaration and Authorisation form for completion by all applicants;
• Role Description.
Fijian Civil Servants are required to uphold the Civil Service Values and Code of Conduct. These values set out the behaviour expected of all Fijian Civil Servants in the work that they do.
Eligibility Criteria
All applicants for employment in the Ministry of Communications must meet the following criteria:
• Must be a Fijian Citizen;
• Must have a clear police record (Employment shall be subject to confirmation of a clear police record);
• Be in good health and able to undertake the requirements of the position (Employment shall be subject to a medical clearance);
• Be fully vaccinated.
More Information
- Job Application Details How to apply and what to submit with your application? We strongly recommend that you refer to the role description at the end of this Application Package. This document sets out the level of duties, the knowledge, skills and abilities required to perform the job. Your CV should illustrate your past experience that relates to the position you are applying for. To ensure that your application is given due consideration, we request that you submit the following to [email protected] • Your completed application form; (below) • Your Declaration and Authorisation form; (below) • A full curriculum vitae, highlighting your past experience that is relevant to the role/s you are applying for. Please keep your CV to no more than 3 pages in length. We do not require written referee reports, or qualifications to be submitted with your application at this stage. These will be verified as required later in the process. Alternatively, you can hand deliver your completed application at Ground Floor, New Wing, Government Buildings, Suva.