Records Clerk (Kingston, Jamaica) - Office of Disaster Preparedness & Emergency Management (ODPEM)

 The Office of Disaster Preparedness & Emergency Management (ODPEM) is seeking to fill the post of: 

Records Clerk (PIDG/RIM 1)

Salary Scale: $655,604.00 - $779,307.00 per annum

Main role and core functions:

Under the direct supervision of the Records Officer II, the Records Clerk is responsible for supporting the records management function within the organization.

Main Functions:

• Preparing outgoing correspondences for dispatch to various organizations
• Regular updating of minute sheets to reflect enclosed letters
• Circulating circulars, Newsletter and Publications to Staff as directed
• Assist with the booking of conference and meeting rooms
• Daily entering of information into the Electronic Document Management System (EDMS)
• All incoming and outgoing correspondence scanned and catalogued on the EDMS
• Assist in the opening of the new files where necessary and entering the file name in the Registry Filing Catalogue
• Monthly updating of database for Partners and Suppliers
• Provide message logging service during the activation of Emergency Operation Centre (EOC)
• Act as the main relief Telephone Operator on a daily basis
• Logging of files name, number and return date as well as requesting officer in the files distribution log book
• Monitor the use and return of files to the Registry

Core Competencies:

• Communication Skills: Must be able to communicate with staff at all levels
• Customer Service: Must demonstrate high standard of service and delivery to meet the customer's expectations
• Team Work and Cooperation: Must display a willingness to participate and work cooperatively with others in the pursuit of team goals
• Integrity: Must demonstrate sound, ethical standards showing consistency with values and attitudes geared towards the building of trust and credibility
• Compliance: Must be able to comply with organizational and regulators policies and procedures
• Planning & Organizational skills: Must continuously display a high level of disciplined with an organized approach to work

Functional Competencies:

• Records management skills: Must be able to update correspondences on minutes sheet and on the file minute sheet
• Use of Technology: EDMS, Microsoft Office Suite, Database: Must be able to electronically log and dispatch files to officers. Open new files on DocuShare database
• Report Writing Skills: Must be able to prepare minutes and generate monthly reports

Minimum Qualifications and Experience:

• Incumbent should possess three (3) CXC/GCE O' level subjects or its equivalent including English Language
• Have formal training in office methods and procedures 
• Have completed a course in Records Management
• At least three (3) years experience in a similar capacity

Please apply in writing along with a detailed resume no later than July 27, 2022 to the:

Director of Human Resource Management

Office of Disaster Preparedness & Emergency Management

2 - 4 Haining Road,

Kingston 5.

Email: odpem@cwjamaica.com

We thank all applicants, however only shortlisted candidates will be contacted.

Inventory/Logistics Manager (Kingston, Jamaica) - The Office of Disaster Preparedness and Emergency Management (ODPEM)

 The Office of Disaster Preparedness and Emergency Management (ODPEM)

Presently, Jamaica is without an emergency telecommunication infrastructure and platform that can facilitate communication among government agencies and first responders during an emergency in a timely manner.

The existing inventory of Emergency Telecommunications and Early Warning Systems (EWS) in Jamaica is limited and unsuitable for major and wide area impact for the use by first responders in critical moments. The current radio network is not utilized due to lack of communications capacity and coverage, and it depends on unreliable methods such as emails, mobile phones, etc. to conduct communications. Due to these reasons, when an emergency occurs, there are problems with delays in the communication which affects the implementation of counter measures.

The Government of Jamaica has received a grant from the Government of Japan International Cooperation Agency (JICA) to carry out a telecommunications project for the Improvement of Emergency Communication System in Jamaica (PIECSJ), to be executed by the Office of Disaster Preparedness and Emergency Management (ODPEM).

We are therefore seeking to fill the following position on contract to become a part of the project team. A contract package, within the guideline of the Government of Jamaica pay scale, will be offered to the successful candidates.

Inventory/Logistics Manager

Reporting to the Project Manager, the Inventory/Logistics Manager will be responsible for the overall supply chain management of the project, and organize and monitor the procurement, storage and distribution of equipment, spare-parts and goods under the project. The Inventory/Logistics Manager will manage the order cycle so as to enhance the efficiency of the project implementation.

Main Responsibilities

• Develop logistic schedules and budget in collaboration with the project Manager.
• Strategically plan and manage logistics, warehouse, transportation and customer services.
• Keep track of quality, stock levels, delivery times, transport costs and efficiency.
• Arrange warehouse, catalogue goods, plan routes and process shipments.
• Resolve any arising problems or complaints.
• Supervise, coach and train warehouse workforce.
• Meet cost, implementation timelines, accuracy of specifications.
• Collaborate with partners, JICA representatives and staff of the ODPEM.
• Comply with laws, regulations of the GOJ and JICA
• Manage and secure project warehouse inventory and keep records of the inventory in Kingston and St. James.
• Identify and manage project storage facilities, sites and yards where equipment will be housed.
• Ensure the prompt unloading and customs clearance at all ports of disembarkation in Jamaica.
• Ensure the requisite exemption of custom duties, internal taxes, and other fiscal levies for the purchase of the goods and/or services under the Grant.
• Select carriers for internal transportation and negotiate rates and contracts with carriers from the warehouse to the project equipment,
• shipping carriers, routes and rates and any changes to them.

Functional Competencies

• Record of successful procurement and inventory/logistics management.
• Demonstrable ability to lead and manage staff
• Proficient in standard logistics software
• Experience working on international projects or with international stakeholders
• Working knowledge of relevant computer applications.
• Knowledge of ACPAC Software.

Core Competencies

• Excellent time management skills.
• Ability to communicate effectively both orally and in writing.
• Excellent interpersonal skills, Human Relations and Networking Skills.
• Good analytical and problem solving skills.
• Knowledge of the procurement procedures and the Financial Administration and Audit Act.
• The ability to work independently and handle multiple projects.

Qualifications and Experience

• BSc. in Business Administration, Logistics or Supply Chain Management.
• Proven working experience five (5) years' as an Inventory/Logistics Manager.

Please apply in writing along with a detailed resume no later than April 27, 2022.

Director of Human Resource Management

Office of Disaster Preparedness and Emergency Management

2 - 4 Haining Road, Kingston 5.

We thank all applicants, however only shortlisted candidates will be contacted.