JOB DESCRIPTION AND SPECIFICATION

MINISTRY OF JUSTICE
JOB DESCRIPTION AND SPECIFICATION
Job Title:
Project Implementation Specialist
Job Grade:
SEG 5
Department: Justice Reform Implementation Unit
Reports to:
Director, Justice Reform Implementation
THIS DOCUMENT IS VALIDATED AS AN ACCURATE AND TRUE DESCRIPTION OF
THE JOB AS SIGNIFIED BELOW
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Employee
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Date
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Head of Department/Division
Date
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Date received in Human Resource Division
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Date created/revised
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I. BACKGROUND
The Government of Jamaica (GOJ) has made justice sector reform a national priority and has, on
many occasions, emphasized the importance of reforming the country's justice system. Both the
Medium-Term Socio-Economic Policy Framework (MTSEPF) 2009-2012 and the Public Service
Modernization Vision and Strategy 2002-2012 identify priority objectives related to governance
issues including justice reform. At a sector level, the Jamaica Justice System Reform Policy
Agenda Framework (2009-2013) identifies costed priorities for reforming justice sector
institutions and policies. Another development initiative, managed from the Office of the Prime
Minister and called the Public Sector Transformation Programme, aims to support the
modernization of several Ministries, Departments and Agencies, including the Ministry of
Justice. Transformation of the justice sector is a critical component in the thrust towards Jamaica
achieving its broader governance objectives outlined in Jamaica’s Vision 2030, the long-term
strategic framework aimed at bringing Jamaica to developed-country status over the next two (2)
decades.
It is within this context that the Ministry of Justice, through partnership with the Department of
Foreign Affairs, Trade and Development (DFATD) has embarked on a programme to transform
the Jamaican justice sector. To guide the implementation of this transformation, the Ministry of
Justice has established the Justice Undertakings for Social Transformation (JUST) Programme.
The Programme’s technical legal advisors are the Department of Justice, Canada and the UNDP
is a valued partner in providing Technical Assistance.
The Programme’s Intermediate Outcome is “Improved Operational Efficiency and Participation
in the Implementation of Justice Reform and Policy Measures”. Contributing to this are the
following three (3) Immediate Outcomes:
1. Improved service delivery and management capacity of justice sector institutions - The
JUST Programme will provide technical assistance to key justice institutions, with the
intent of strengthening the capacity of these institutions to sustain the effective
management and ongoing development of the sector. Through the JUST interventions,
which will include costed strategic plans and piloted changes in operational practices, the
GOJ’s management practices, work processes and human resources will be enhanced.
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2. Improved capacity of Ministries, Departments and Agencies to develop legislation - The
JUST Programme will seek to streamline and improve the legislative drafting process.
The Programme will work to strengthen the organization and operations of the Office of
the Parliamentary Counsel, which has responsibility for drafting Jamaica’s statutes and
other legal instruments. On the input side, policy makers across the GOJ will be brought
together to produce templates and guidelines for developing and revising legislative
policies and producing drafting instructions. With more consistently detailed drafting
instructions, the workflow of legislative drafters will be streamlined away from the
iteration of legislative policy and towards a more targeted focus on the drafting process.
By introducing drafting tools, templates and capacity-building initiatives, legislative
drafters will be better able to consistently produce top-quality statutes and other legal
instruments in a timely manner.
3. Improved capacity of communities and civil society organisations to participate in justice
reform and promote public order – An effective way to sustain a national commitment to
the ongoing improvement of justice sector institutions and policies, is the integration of
civil society as active participants in discussions about justice and security policy. The
JUST Programme will therefore work with non-government and civil society
organisations, including the Jamaican Bar Association, to monitor, analyse and impact
justice reform policy.
II. RATIONALE
The JUST Programme’s review of the Courts has yielded many recommendations geared
towards improving the service delivery of the Supreme Court as detailed in Output 1 above. To
ensure the effective implementation of the resultant reform recommendations a coordinated plan
of action must be developed, and support and guidance provided at the Supreme Court level in
order to ensure timely delivery of reform initiatives that are of a high quality.
The ever-present element of risk and uncertainty means that events and tasks leading to the
completion of the reform process can never be fully foretold. However, it is expected that
effective project management will foresee and mitigate as many risks as possible; and plan,
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organise and control activities so that the project is completed successfully in spite of all the
risks.
III. JOB PURPOSE
Plan, co-ordinate and control the complex and diverse reform activities being undertaken in the
Supreme Court to ensure efficient and timely deliverable of at least 70% of planned activities by
December 2016, pursuant to agreed court reform implementation deliveries.
III. KEY RESPONSIBILITY AREAS
In order to achieve the objective the Project Implementation Manager is expected execute the
following activities:
1. Conduct of Preliminary Research Activities.
a. Conduct desk review of the following:
i.
Jamaica Justice System Reform Policy Agenda Framework;
ii. JUST Programme Implementation Plan;
iii. Jamaica Justice System Reform Task Force Report;
iv. Legislation and policies that govern the management and administration of
the Courts, and;
v. any other documentation provided by the Justice Reform Implementation
Unit (JRIU) or the Chief Justice.
2. Implementation
Phase I

Development of a baseline project plan that clearly identifies the following, in relation to
implementation of activities:
a.
Implementation Goals;
b.
Phased implementation of activities;
c.
Cost;
d.
Risks, and;
e.
Monitoring and Evaluation mechanisms.
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
Phase II
Prepare Terms of Reference (ToR) for required inputs (individual and institutional
consultancy services, procurement of goods, organization of training, seminars, etc.),
with expert technical support as required, operating clearly under the Chief Justice and in
partnership with the Principal Executive Officer of the Courts administrative arm;

Providing technical advice and support on the mobilisation of competent national and
international experts/specialists that are needed for the court’s implementation process
including strategic work with staff and contractors of the court;

Supervise the project incumbents and evaluate their performance in delivering individual
outputs as described in their ToRs;

Lead on the mobilisation of project resources and follow-up and ensure that required
inputs are processed in a timely and transparent manner;

Carry out critical activities, such as, the establishment of modern Court Registries;

Confirm and attest to the timeliness of submission and the quality of goods and services
procured;

Review court reform resource requirements and provide advice to the Chief Justice, the
Principal Executive Officer and the Director JRIU on the need for budget adjustments
and revision;

Provide assistance with the overall monitoring and evaluation of the agreed court
reforms;

Maintain close cooperation with the Ministry of Justice, and JUST Programme to ensure
effective interaction and follow up on matters related to project activities, and;

Provide gender disaggregated and sensitive reports, recognising also any youth and
environmental considerations.
Monitoring and Evaluation

Monitor court reform implementation progress against annual and quarterly work plan
and budget plans;

Analyse emerging problems that hamper successful implementation and take appropriate
measures to ensure timely delivery of required inputs and achievement of project-wide
results, and;
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
Liaise with the Supreme Court and JRIU on the conduct of evaluation and ensure access
by evaluators to project documentation, personnel and institutions involved in court
reform implementation;
Reporting and Audit

Prepare project progress reports (quarterly and annual / financial and substantive) against
set targets and indicators, with an analysis of evidence of progress towards planned
outputs according to schedules, budgets, and inputs provided by the project;

Prepare final court reform implementation report, with an analysis of progress towards
expected results as defined in the project document and subsequent work plans and
budgets.

Establish and maintain a systematic filing system of key documents (in hard copy and
soft copy) in line with audit requirements;
Planning

Organize joint planning meetings involving the Supreme Court, JRIU and DFATD to
develop annual work plan and a corresponding budget plans with clearly stated
milestones contributing to the achievement of target outputs;

Develop a strategic planning process sensitive to the confidentiality, organisational
structure, constitutionality and legislative, cultural and environmental concerns for the
project and its implementation;

Advise the Chief Justice, JRIU and DFATD of revisions to the work plans and budget
plans based on the operational and strategic appreciation of project implementation with
given conditions;

Ensure timely formulation, preparation and submission of the documents on project
planning and financial accountability and oversight;
Technical Assistance
Representation

Represent the Supreme Court as required at meetings that are relevant to implementation
of the agreed court reforms.
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Networking and Coordination

Assist the Supreme Court in organizing coordination meetings with project partners,
donors, etc. as required.
IV. KEY OUTPUT
Deliverables will be established based upon the Baseline Project Plan developed.
V. MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

Masters degree in Project Management or Business Administration with at least 4 years’
experience at the national or international level in justice system or court reform;
Or

Bachelor’s degree in the Social Sciences or Human Resource Management with at least 8
years experience at the national or international level in justice system or court reform.
Training in Court Management, Administration or reform would be an asset.
Required Competencies

Experience in providing management advisory services to courts;

Demonstrated hands-on experience in design, monitoring and evaluation of court
projects;

Demonstrated experience in change management;

Demonstrated knowledge and experience in working on justice reform;

Experience in the usage of computers and office software packages and in handling of
web-based management system is an advantage;

Knowledge of the requirements for automation of court registries and efficient court
information dissemination;

Experience in working with International Development Agencies;

Experience in working in a team environment;

Sound understanding of the operation of the Jamaican or commonwealth Caribbean court
system;

Creative and solution-oriented;

Ability to organize and complete multiple tasks by establishing priorities;

Ability to handle a large volume of work possibly under time constraints;
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
Responds positively to feedback;

Consistently approaches work with energy and a positive, constructive attitude, and;

Demonstrates good oral and written communication skills.
VIII. PROPOSED SALARY
The proposed remuneration package will be $4,500,000 - $5,000,000 per annum with full Motor
Vehicle Upkeep Allowance. A contract gratuity of 25% will be offered once 2 years of contract
service is completed, in the first instance.
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