Job Purpose
Under the direct supervision of the Regional Manager, the Branch Manager 1 (PTO/PMA 5) directs, coordinates and manages the operations of the Post Office effectively and efficiently. The incumbent is responsible for the management of (the suite of services offered) such as mail and parcels and undertakes the custody and accounting for cash and stock of postage stamps and other items of value.
Key Responsibilities
Management and Administrative:
- Participates in the development of the Corporate, Operational and Unit Plan as well as accompanying capital and recurrent budget for the Division;
- In collaboration with the Regional Manager develops the Post Office’s Operational, Unit Plan and Budget;
- Prepares Individual Work Plan in collaboration with direct reports;
- Assists with the development, implementation and review of the Post Office’s Standard Operation Procedural Manual and ensures compliance with stipulated guidelines
- Participates in the preparation of World Post Day activities;
- Certifies travel claims for officers under supervision;
- Provides leadership and direction to Staff to ensure organizational standards and policies are maintained and followed;
- Makes proper arrangements for daily opening and closing of office, and the custody of key(s);
- Attends Departmental Meetings and reports on (Postal Branch) Post Office activities and provides feedback to Staff;
- Convenes Staff meetings to ensure effective and efficient management in the (Postal Branch) Post Office;
- Advises and makes recommendations to the Regional Manager on the development of the Post Office;
- Advises Regional Manager on activities affecting the (Postal Branch) Post Office;
- Liaises with Members of Parliament in the constituency in relation to the (Postal Branch) Post Office;
- Keeps abreast with trends and best practices in Postal Management and Operations;
- Represents the Department at forums, conferences, meetings and seminars, disseminates information/knowledge gained to Staff and implements changes where necessary.
Technical/Professional:
- Ensures prompt and accurate dispatch of mail to feeder Post Offices and the Central Sorting Office by monitoring Mail Drivers and Motor Bike rider arrivals to dispatch and sign-off on claims;
- Acts as custodian for all Main Stock Cash, Stamps and valuables assigned to the Post Office and securing items in the vault on behalf of the Postmaster General in accordance with the FAA Act regulations;
- Prepares for submission Cash Book Statements of Revenue and Expenditure, Daily Mail Statistics and monthly reports of all transactions to the Regional Manager and the Senior Director, Finance;
- Prepares Cash Statements of receipts and expenditures and submits to the Regional Manager;
- Ensures dual custody checks of all cash, stock and valuables received against remittance advice;
- Manages the stock level and imprest in staff’s possession; ensuring that there is adequate imprest and stock at all times;
- Conducts routine checks of imprest and stock held by staff to ensure there is no misappropriation of funds;
- Ensures that results of audits/checks are properly recorded and that staff signs and dates same;
- Collects revenue daily and makes daily deposits to the Postmaster General’s Account directly or by registered mail;
- Records the receipts and disbursement of imprest, cash, and stock daily;
- Reconciles and balances revenue, deposit and commercial services book daily;
- Maintains an up-to-date Till Book by recording imprest and stock assigned to staff and ensures custodians sign for all valuables on a monthly basis;
- Remits excess cash to the Miscellaneous Revenue Account in the Finance and Accounts Branch and makes notation in the appropriate register/book;
- Ensures that shortages are rectified to reflect the correct balance of monies received with immediate effect;
- Maintains an up-to-date receipt book register;
- Ensures that all official records for the assigned Post Office are maintained appropriately;
- Supervises activities pertaining to PATH payments; assists with PATH payments and reconciles statements;
- Monitors and reviews information entered on the automated track and trace systems regarding letters and parcels and makes the required changes were necessary;
- Supervises the collection of revenue for Private Letter Boxes and operations ensuring that the revenue collected are recorded in the appropriate book and receipts are issued;
- Collects, collates and safeguards information, data and evidence in all its various forms and disseminates to those authorized on a need to have and need to know basis;
- Initiates investigations solely and or cooperatively into breaches of, but not limited to, the State’s, Government’s and the Department’s various rules and regulations, FAA Act, illegal activities and misuse within the nation’s postal system;
- Provides support to training development and implementation;
- Provides support in the monitoring and assessment of customer satisfaction;
- Assist with the continuous review of postmen districts.
Human Resource Management:
- Participates in recruitment, transfers and promotions of staff;
- Ensures the developmental and welfare needs of staff are identified and addressed;
- Reviews, monitors and evaluates the performance of staff and recommends corrective actions where necessary;
- Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
- Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Post Office and the Department’s goals;
- Fosters an atmosphere of trust, high ethics and confidentiality standards;
- Administers, in conjunction with the Human Resource Management Section, the discipline of staff at the Post Office;
- Engages in local Succession Planning with a view to support Human Resource strategic objectives;
- Ensures that the Attendance Register is maintained and that attendance reports, involving all staff are prepared and submitted;
- Manages Departmental/Casual and Sick Leave in accordance with the Staff Orders and internal guidelines;
- Approves/recommends Vacation Leave for staff as appropriate and ensures its submission to the Regional Manager and the Human Resource Management and Development Branch;
- Ensures that direct reports are informed of organizational policies, procedures and standards;
- Deploys staff to meet the changing workflow to ensure they are effectively utilized and productivity optimized.
- Performs any other related duties assigned by Supervisor
Required Knowledge, Skills and Competencies
Core
- Excellent oral and written communication skills;
- Excellent interpersonal skill;
- Excellent problem solving and decision making skills;
Functional/Technical
- Knowledge of Staff Orders and The Public Service Regulations
- Knowledge of the Postal Industry and its Operations
- Knowledge of the Government/Department’s policies and procedures
- Knowledge of the Post Office Act (1941)
- Knowledge of the FAA Act
- Knowledge of the Accounting principles and practices
- Knowledge of the Records Management
Minimum Required Qualification and Experience
- BSc. Degree in Public Administration/Management Studies, Business Administration or equivalent from an accredited Institution; plus
- Four (4) years work experience, one (1) of which should be at the management level;
- Certificate in Customer Service (1 year course) would be an asset;
- Certificate in Supervisory Management (1 year course) would be an asset.
Please note that only shortlisted applicants will be contacted.
