Manager, Application Processing

Key Outputs

• Applications reviewed
• Documents validated
• Questionnaires, surveys results examined
• Client’s files are updated
• Certificates dispatched
• Customers served
• Daily, Monthly and quarterly reports are prepared

Key Responsibility Areas:

Management/Administrative Responsibilities

• Develop individual work plan based on alignment with Branch’s Operational Plan.
• Arranges and participates in meetings, seminars and conferences as required.
• Prepares Annual/Quarterly and Monthly Reports as required.
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals.

Technical Responsibilities

• Reviews applications and reviews eligibility.
• Liaises with external bodies integral to the evaluation process to verify information or request investigative reports.
• Assess information received to assist in determining if an applicant is “fit and proper”.
• Updates client files with reports and additional data received and maintain data integrity by ensuring accurate input.
• Report generated after site inspection received and applications submitted for consideration for the granting of license.
• Collates reports with recommendations for application approved, rejection or any other action deemed necessary.
• Recommend amendments to documents based on consistent review of forms.
• Adheres to established policies and procedures of the Authority.
• Liaise with law enforcement (JCF, FID, MOCA, DPP) relating to investigation matters.
• Liaise with applicants for additional information or seek clarity on specific matters.
• Ensure all security companies (guards) amendments are properly completed with documentation and in a timely manner prescribed by the Department Head/Manager.
• Oversee and resolve the queries of customers.
• Provides information and advice to customers and addresses any issue as they arise.
• Instructs customers as to the correct format and content of documents to be submitted.
• Examine documents being submitted and advise customers of completeness or any corrections to be made.
• Maintains a record of customer enquiry and documents received.
• Liaises with external bodies integral to the evaluation process to verify information or request investigative reports.
• Dispatches certificates and certified copies to respective applicants.
• Assist customers in completing application forms.

Human Resource Responsibilities

• Participates in administrative and Human Resource processes.
• Monitors and evaluates the performance of direct reports and prepares performance appraisals.
• Manages/ensures that staff are aware of and adheres to relevant policies and guidelines.

Performance Standards

• Accurate information and advice is given to customers within agreed time scales.
• Reports and data compiled are accurate.
• Customer queries and issues are responded to within agreed timescales in accordance with the Authority’s policies and procedures.
• Registration forms and other documents are properly completed in accordance with Authority’s standard and submitted with agreed timeframe.
• Questionnaires and surveys are distributed as required.
• Certificates dispatched according to the Authority’s standards and procedures.
• Confidentiality, courtesy and integrity are exercised.

Required Competencies

Core Competencies

• High levels of integrity
• Meticulous and pays keen attention to details
• Strong analytical skills
• Good managerial and organization skills
• Excellent interpersonal skills
• Sound communication skills (written and oral)
• Teamwork and cooperation
• Use of initiative and understanding
• Crafts strategies that facilitate effective communication among external partners, stakeholders and customers to secure mutually beneficial. outcomes.
• Proactively communicates and assesses crises and manages systems and protocols to mitigate or resolve them.

Technical Competencies

• Working knowledge of the Firearms Act and related policies and legislations
• Improves customer service quality results by reviewing, evaluating, and redesigning business processes, establishing and communicating service metrics, and implementing changes.
• Develops, recommends and implements new systems (including technology systems), procedures or working practices to improve customer service efficiency.
• Interviewing techniques

Minimum Required Qualification and Experience

• Bachelor’s degree in management studies / business administration
• Two (2) years working experience in a similar capacity

ALL APPLICANTS WILL BE REQUIRED TO PASS A SECURITY BACKGROUND CHECK.

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED