JOB PURPOSE
Under the direction of the Director, Licensing Certification and Enforcement, the incumbent is responsible for executing the appropriate administrative procedures consistent with the operational procedures of The Trade Board Limited and the guidelines of Section 9 of the Revised Motor Vehicle Import Policy (Ministry Paper # 36/14) as well as administering a range of administrative support activities related to the Director’s portfolio.
KEY OUTPUTS
- Request for funds processed
- Applications reviewed
- Requests for extensions and waiver of breach reviewed
- Applications for collateral letters reviewed
- Disposal letters prepared
- Dealership License and Letters
- Administrative request log
- Matrix and other the relevant documentation for MVIC meetings prepared
- Shell/body replacement letters prepared
- Database maintained on buses imported
- Monthly /periodic reports prepared of dealerships certified/recertified
- Letters, memos and itineraries produced
- Files, records and Director’s diary organized
- Stationery disbursed and managed
- Minutes transcribed and produced
KEY RESPONSIBILITY AREAS
Technical Responsibilities
- Process requests for refunds related to licencing or certification by investigating the Customer’s request and preparing the supporting documents to be forwarded for approval.
- Review applications submitted for the importation of buses under concessional duty structure and prepare letters for the signature of the Director, Licensing Certification and Enforcement.
- Review all request for extensions and waiver of breach and prepares a memo with recommendation for review by Director of Licencing Certification and Enforcement and for the signature of the Trade Administrator/CEO.
- Prepares letters to Commissioner of Customs upon approval by the Trade Administrator/CEO of requests regarding refunds, extensions or waiver of breaches.
- Review applications for collateral letters and complete letter for signature by relevant officers and then distribute letters.
- Prepare disposal letters regarding removal of restrictions.
- Prepare matrix and other the relevant documentation for MVIC meetings and provide necessary follow up actions including preparing letters of response to customers, based on decisions taken at the MVIC meeting.
- Prepare shell/body replacement letters based on Island Traffic Authority’s (ITA)recommendation
- Maintain a database on buses imported for use in the tourism ground transportation and public transportation sectors.
- Prepare monthly/periodic reports of dealerships certified/recertified for the stipulated period for distribution to relevant stakeholders.
Administrative Responsibilities
- Arranges meetings and compiles itineraries for the Director of Licensing Certification and Enforcement
- Receives and responds to queries as directed
- Composes and edits correspondence and/or memoranda on behalf of the Director of Licensing Certification and Enforcement
- Prepares letters, memos and special reports for the Director of Licensing Certification and Enforcement
- Schedules and co-ordinates meetings, special events and/or other similar activities for the Director of Licensing Certification and Enforcement
- Monitors stationery and other materials used within the department and request required quantities to ensure smooth operations of the Department
- Prepares correspondence and reports as directed;
- Ensures that the Director of Licensing Certification and Enforcement receives requisite reports by due dates and in the correct format;
- Effectively maintains files and records within the department
- Maintain a record/register of all administrative requests for which an administrative fee is attached.
- Keeps the Director’s Diary up-to-date on the status of projects, assignments, etc.
- In organizing the monthly meetings of the department, prepare the Agenda and take Minutes and reproduce and distribute same.
- Retrieves and compiles information for use by the Director of Licensing Certification and Enforcement in preparation of reports, etc.;
- Respond to telephone calls and take messages for the Director of Licensing Certification and Enforcement on a daily basis
Other Responsibilities
- Provide secretarial/administrative support for all MVIC Meetings.
- Performs any other duties as assigned by the Director of Licensing, Certification and Enforcement
PERFORMANCE STANDARDS
- Requests effectively investigated and processed regarding refunds related to licensing or certification.
- Applications regarding the importation of buses under concessional duty structure effectively reviewed.
- Request for extensions and waiver of breaches effectively reviewed and memo regarding recommendation prepared accordingly/
- Applications for collateral letters reviewed and respective letters appropriately prepared.
- Disposal letters regarding removal of restrictions appropriately prepared.
- Matrix and other the relevant documentation for MVIC meetings prepared correctly and in a timely manner.
- Follow up actions arising from MVIC meetings, including the preparation of letters of response to customers effectively executed.
- Shell/body replacement letters appropriately prepared for submission to ITA.
- Database on buses imported for use in the tourism ground transportation and public transportation sectors effectively maintained.
- Accuracy maintained regarding the preparation of monthly /periodic reports of dealerships certified/recertified.
- Letters, memos, reports and itineraries effectively prepared.
- Files, records and Director’s diary effectively maintained.
- Stationery and other materials used within the department effectively monitored
- Minutes of meetings accurately transcribed and produced in a timely manner
REQUIRED COMPETENCIES
Core Competencies
- Strong Oral Communication skills
- Strong Writing and Editing skills
- Strong Interpersonal skills
- Strong Team Work and Cooperation
- High Customer and Quality Focus
Technical Competencies
- Excellent Administrative Management skills
- Strong Planning & Organizational skills
- Highly efficient in the use of technology (such as Microsoft office applications)
- Ability to multi-task effectively and to meet critical deadlines with minimal supervision
- In-depth knowledge regarding the operations of the Licensing Certification and Enforcement Department
- Sound knowledge of the Revised Motor Vehicle Import Policy
- Sound knowledge and experience in the preparation of Minutes
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- Diploma in Management Studies, Business Administration /Public Administration or a related field from a recognized tertiary institution
- Five (5) CXC subjects or equivalent, including English Language and a numeric subject
- Certified Professional Secretary designation
- Sound Knowledge of Revised Motor Vehicle Import Policy
- Sound Knowledge of TBL’s policies and procedures
- Minimum of two (2) years related experience.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Typical office environment, no adverse working condition
- Normal physical demands
- Ability to work under pressure
- Maybe required to work outside of normal working hours to include weekends.
AUTHORITY
PLEASE NOTE THAT ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED
