Postal Accounts Administrator (GMG/AM 2)

Job Purpose

Under the direct supervision of The Manager, Local and International Mail Transport, the Airlines Officer is responsible for verifying and requesting payments for Airlines; updating flight schedules and monitoring airline performance in order to ensure that outbound mail meets or exceeds established delivery standards. 

Key Responsibilities

Technical/Professional: 

• Collaborates with direct supervisor in the preparation, signing and submission of the Individual Work Plan; 
• Maintains an accurate physical and electronic filing system; 
• Remind airlines to submit their invoices in a timely manner; 
• Verifies airlines’ invoices and submits all to Manager 
• Prepares memoranda to Senior Director of Finance requesting payments to airlines for verified invoices and notifies respective airlines when payment has been made/transferred
• Records all payments in Analysis Book 
• Prepares and ensures hardcopy and electronic dissemination of consolidated flight schedules for the conveyance of mail, for all destinations and make the schedules available to the relevant stakeholders for the conveyance of mail. 
• Assist in determining most economic and efficient route to transport mail by reviewing airline feasibility costs 
• Maintains and monitors airlines handover times data against delivery standards and contractual agreements; 
• Updates database with most recent International Mail Processing Centre (IMPC) list from UPU; 
• Liaises with the relevant airlines and operational areas when necessary;
• Investigates mail discrepancies highlighted by Postal Administrations
• Advises Manager on matters impacting the Unit; 
• Reply electronically to queries from airlines in regards to invoices 
• Inform airlines of irregularities on invoices received; 
• Prepares and submits quarterly comparative analytical reports to Manager
• Provides Postage Rate Sheets to Post Offices(Postal Branches), Postal Agencies and Customers; 
• Participates and attends meetings and Civil Aviation Authority Expo; 
• Keeps abreast of circulars, standards, guidelines, policies, procedures, legislation and the industry for factors that may impact deliverables; 
• Assists in research and compilation of data and reports 
• Perform any other related duties which may be assigned from time to time

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills; 
• Excellent interpersonal skill; 
• Excellent problem solving and decision making skills; 
• Excellent planning and organizing skills; 

Functional/Technical: 

• Knowledge of the Government/Department’s policies and procedure; 
• Knowledge of the FAA Act; 
• Knowledge of the Staff Orders; 
• Knowledge of the Public Service Regulations; 
• Records Management Skills; 
• Knowledge of general accounting principles; 
• General knowledge of world geography. 

Minimum Required Qualification and Experience

• Certificate in Accounting, Management Studies, Business Administration, Public Administration or Government Accounting or equivalent 
• Four (4) CXC/GCE Subjects including English Language, Mathematics/Accounts and Geography 
• One (1) year working experience preferably in Administration, Accounting or Finance

Please note that only shortlisted applicants will be contacted.