MISSION
To strengthen the capacity of the ministry to effectively achieve its mandate by:
- Delivering services of the highest quality to satisfy the needs of our internal
external customers;
- Ensuring that programme areas are provided with the necessary human and material resources.
VISION
To be a dynamic and responsible Human Resource Management & Administration Division, executing all the delegated functions under its portfolio within the Ministry of Justice.
The division is comprised of the following five units:-
· Personnel
· Human Resource Development
· Procurement & Office Services
· Transport
· Documentation & Information
PERSONNEL
The unit provides personnel services for the employees in the Central Ministry as well as the
Ø Recommendation to the Office of the Services Commission for recruitment of staff, appointments (temporary, permanent, and acting), study leave, and separation from the service
Ø Interview and select suitable candidates to fill vacancies.
Ø Maintenance of a Human Resource Management Information System
Ø Propagation of Information regarding conditions of service
Ø Processing of pension particulars
Ø Calculation and approval of vacation leave
Ø Assist in the development of an organisational structure that carries out the Ministry’s mandate effectively
HUMAN RESOURCE DEVELOPMENT (TRAINING)
This unit ensures that the Ministry’s staff are trained and developed by;-
Ø Planning, organising and implementing training and development activities in accordance with the Ministry’s corporate objective
Ø Reviewing and evaluating the training activities periodically to ensure that it is meeting the needs of the Ministry.
Ø Collaborating with external agencies regarding training opportunities.
Ø Maintaining a skills bank of the Ministry’s human resources
Ø Preparing loan agreement forms for the bonding of officers on study leave
Ø Advising and encouraging staff on career development
PROCUREMENT AND OFFICE SERVICES
The unit is charged with the following responsibilities for the Central Ministry and its agencies island wide: -
Ø Maintenance and security of furniture and equipment
Ø Purchasing of goods and services in accordance with government procurement guidelines
Ø Creating and maintaining proper Inventory control
Ø Purchasing, maintaining and distributing of furniture and equipment
Ø Preparing invoices for payment of bills
Ø Providing manpower for effective mail delivery
Ø Preparing and maintaining a clean work environment at all times
TRANSPORT UNIT
This unit procures and maintains fleet vehicles for Central Ministry and the Judiciary by:-
o Directing the daily assignment of the Ministry’s fleet vehicles
o Renewing all expired motor vehicle documents
o Assessing the status of the vehicles to determine roadworthiness and retention schedule in keeping with government’s motor vehicle policy
o Monitoring and coordinating logistics for transportation of staff and delivery of mail in the central Ministry.
o Monitoring fuel utilisation and the Advance Card Regime.
o Maintaining an accurate, current motor vehicle inventory
DOCUMENTATION, INFORMATION & ACCESS SERVICES UNIT
The Main Registry is located on the 2nd floor of the
Mandates
Ø Design, implement and administer specialised systems for managing the Ministry’s Records Management Programmes.
Ø Administer the Access to Information Act within the Justice portfolio.
Ø Ensure efficiency in the Mail Management System of the Central Ministry.
Accessibility
1. Personal Records
Documents housed are for internal usage by Personnel Officers and ‘designated officers’ only. This category includes the Internal and External Audit sections. All requests for access to personal documents should be made formally to the Director, HRM&A Division and not to members of staff of the Documentation Information & Access Services Unit.
Requests for photocopies of documents from personal files must be authorised by the director. See Staff Orders for the Public Service.
2. Other Documents
Officers requesting information from general files to assist in the execution of their duties are required to complete the designated forms to facilitate tracking. Transferring files without informing the registry is prohibited. Files should not be kept for periods exceeding two weeks.
Mail System
Log Books are maintained for all documents delivered to the Registry: - Internal correspondence, local and overseas letters and correspondence to the courts’ offices.
Letters to be mailed or delivered “Up Town /
The attendants assigned to the various divisions are responsible for the delivery of internal correspondence at regular intervals.
Letters to the island’s courts offices will be delivered by travelling officers when possible. Authorised bearers must consult with the Salaries officer, Accounts Division, whenever cheques are being collected. The bearer must sign to ensure tracking.
The Team
The functions of the unit are executed by:-
· 1 Director
· 1 Registrar
· 2 Records Officers
· 1 Records Clerk
Networks
In order to encourage professionalism and standardization in recordkeeping practices, the unit maintains links with the following local Information Networks: -
1. Governments’ Records and Information Managers’ (G-RIM)
2.
(JARMA)
3. Audivisual Information Network (AVIN)
Contact Us
Extensions: 5654, 5653, 5651 and 5660
E-mail: bsmith@moj.gov.jm
