Licensing Officer

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. 

Technical/Professional - 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

Grade ‘1’ being the lowest and ‘5’ the highest 

CORE COMPETENCIES

• Strong Oral communication skills 4
• Strong Written Communication 4
• Even tempered and highly effective in communicating with diverse group of customers from varied cultural and socioeconomic backgrounds 5
• Keen attention to detail 5
• Excellent time management skills 5
• High level of Compliance 5
• Strong Interpersonal skills 4
• Sound Judgement skills 4
• High level of problem-solving skills 4
• Integrity and ethics exercised in the performance of duties 5

TECHNICAL COMPETENCIES

• Excellent skills in using Tact and Initiative 4
• Efficiency at the intermediary level in use of technology (such as Microsoft office applications, database management, etc.) 3
• Sound investigative and observation skills 4
• Highly result-oriented and in meeting critical deadlines 5
• Excellent planning and organizing skills 5
• 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 5
• Strong analytical skills 4
• Sound Knowledge of relevant computer applications 4

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

• N/A