JOB PURPOSE
Under the supervision of the Manager, Licensing, the Licensing Officer shall deliver efficient and effective service to all stakeholders through the processing, verification and approval of all import/export permit applications received in accordance with the requisite Policies, Regulations and Standard Operating Procedures of the Trade Board Limited.
KEY OUTPUTS
- User Profile properly managed and kept current
- Applications accurately processed based on procedures/policy
- Application processed within Guaranteed Standard of Service (GOS)
- Weekly target achieved for permit processed
- Customer services standards consistently met
- Documents authenticated/validated
- Minimal customer service complaints received
- Weekly/monthly/quarterly reports prepared
- Annual individual workplan submitted
- Timeliness of response to query/emails/feedback
KEY RESPONSIBILITIES
Administrative
- Preparation and submission of individual Annual Work Plan
- Prepare weekly/monthly/quarterly reports on import licensing matters for submission to Manager, Licensing.
- Prepare weekly reports on the status of user profile, as it relates to the number of unprocessed applications and number of query responses not actioned as well as GOs status.
- Participate in the development of standard operating procedures and policy development.
- Participation in the department/unit operational improvement through team meeting and team building exercises.
- Participates in workshops, seminars or training exercises to increase knowledge or awareness.
Customer Service
- Provide timely responses to enquiries received.
- Maintain a respectful and professional posture.
- Escalates complaints to the Manage, Licensing where necessary
- Assist members of the public with issues relating to import/export permit applications and other licensing matters.
TechnicalProfessional - Applications Processing
- Ensure the timely processing of import/export applications received using the relevant application checklist for consistency and efficiency.
- Ensure proper verification and validation of all supporting documents for applications received.
- Apply the relevant action to all import/export applications processed in accordance with current policy guidelines based on the outcome of assessment conducted.
- Ensure that all relevant clause (s) are affixed to processed applications where applicable.
- Ensure that query messages are appropriate, accurate and clear.
- To effectively manage and maintain user profile, ensuring timely action on all applications.
- Ensure that applications that were previously refused are not processed without approval from a senior officer (Manager, Licensing or Director Licensing, Certification or Enforcement, etc.)
- Liaise with applicants for additional information or clarity regarding their application.
- Keep abreast of current import policies (macro, micro) and procedures to ensure that all import/export permit applications are processed in accordance with approved policy and procedures.
- Complying with all relevant Departmental procedural documents.
- Escalating anomalies/trends identified with import/export permit applications.
Other Responsibilities
- Performs any other duties that may be assigned from time to time by the Manager, Licensing/ Director, Licensing Certification and Enforcement.
PERFORMANCE STANDARDS
- Weekly/monthly/quarterly reports are submitted within the prescribed time
- Weekly work volume target met
- Weekly target met for permit processed within GOS
- Accuracy regarding the approval of import /export permit applications.
- Organized and well managed user profile
- Import /export permit applications are processed/approved in accordance with prescribed policies and regulations
- Query/emails/feedback are responded to within the prescribed time
- Customer services standards are met
- Timely submission of annual work plan
- Confidentially, courtesy and integrity are exercised
REQUIRED COMPETENCIES
Core Competencies
- Strong Oral communication skills
- Strong Written Communication
- Even tempered and highly effective in communicating with diverse group of customers from varied cultural and socioeconomic backgrounds
- Keen attention to detail
- Excellent time management skills
- High level of Compliance
- Strong Interpersonal skills
- Sound Judgement skills
- High level of problem-solving skills
- Integrity and ethics exercised in the performance of duties
Technical Competencies
- Excellent skills in using Tact and Initiative
- Efficiency at the intermediary level in use of technology (such as Microsoft office applications, database management, etc.)
- Sound investigative and observation skills
- Highly result-oriented and in meeting critical deadlines
- Excellent planning and organizing skills
- Sound knowledge of:
- The Trade Act (1955),
- Motor Vehicle Import Policy (Ministry Paper 36/14), Scrap Metal Act and Regulations (2013)
- Trade Policy Administration
- Trading Mechanisms and Trade Agreements
- Domestic, regional and international trade rules and regulations
- Strong analytical skills
- Sound Knowledge of relevant computer applications
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- Bachelor's in Public Administration, Business Administration or any other related field from a recognized tertiary institution with three (3) years’ related experience in the trade industry or a similar environment.
OR
- Associate Degree in Public Administration, Business Administration or any other related field from a recognized tertiary institution with five (5) years’ related experience in the trade industry or a similar environment.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Extended hours may be required to meet project deadlines.
- Physically able to participate in training sessions, presentations, and meetings.
- Ability to work under pressure and with minimum supervision.
AUTHORITY
Please note that only shortlisted applicants will be contacted.
