Regional Manager (PTO/PMA 6) - Port Maria

Job Purpose

Under the direct supervision of the Regional Co-ordinator, the Regional Manager provides oversight to conduct investigations, department enquiries, internal audits in Post Offices and Postal agencies within the region, ensuring that the policies and standards are maintained and that objectives of the region are in alignment with the overall objectives of the Department. The incumbent also processes mail contractors and monitors the transportation of mail within the region. 

Key Responsibilities

Management/Administrative 

• Represents the Department at forums, conferences, meetings and seminars, disseminates information/knowledge gained to Staff and implements change, where necessary; 
• Advises and makes recommendations to the Regional Co-ordinator on postal operation; 
• Participates in the strategic planning and Operational Plans for the Department; 
• Directs and co-ordinates the Regional activities; 
• Assists with the development of the POMB Operational Plan and co-operates with direct reports in developing Individual Work Plans; 
• Liaises with Members of Parliament in relation to Post Office and Agencies in their constituency; 
• Keeps abreast with trends and best practices in Postal Management and Operations; 
• Visits Post Offices within the region to provide managerial support and to streamline activities; 
• Monitors the performance of Post Offices in the Region to ensure compliance with regulations and to determine the quality of the service being offered; 
• Attends Departmental meetings and reports on Regional activities and provides feedback to Branch Managers; 
• Convenes meetings with Senior Officers in the Region to ensure effective and efficient management in Post Offices; 
• Certifies travel claims for officers under supervision. 

Technical/Professional 

• Provides leadership and direction within the Region to ensure organizational standards and policies are maintained and followed; 
• Develops regional programmes aimed at promoting postal services and client and community integration and development; 
• Assists with the development, implementation and review of the Post Office Standard Operation Procedural Manual and ensures compliance with stipulated guidelines;
• Provides guidance to the Region in the implementation of all postal and commercial service operations; 
• Conducts surprise and routine assessments(Audits) of Post Offices and Postal Agencies, which include the review/examination and/or reconciliation of: 
  • Cash and Stock 
  • Records and Bank Lodgements 
  • Daily Sales Records 
  • Postage and National Insurance Scheme (NIS) Stamp Stock and Postal Orders
  • Value and General Receipt Books 
  • Deposit, Revenue and Commercial Cash Books 
  • Import Duty, GCT Customs Clearance Fee, Environmental Levy, Customs User, Administrative and Storage Fees 
  • Registered Letters and Parcels 
  • Inventory of Records 
• Conducts periodic checks of mail van to ensure compliance with Road Traffic Act;
• Recommends and implements rationalization of the Post Office Network to ensure efficiency and effectiveness in mail delivery; 
• Implements systems of control for revenue collected, cash disbursed and security of cash, staff and facilities; 
• Monitors the request for Imprest cash; 
• Assists with the implementation of strategies to monitor local mail delivery;
• Receives, processes, investigates and responds to correspondence on postal activities falling under purview; 
• Participates in preparation of World Post Day activities; 
• Provides support to training and development on operational areas; 
• Provides support in the monitoring and assessment of customer satisfaction;
• Remits excess cash and sends to Miscellaneous Revenue Account; 
• Ensures that shortages are made good immediately; 
• Ensures that all vaults are embedded, as instructed by the FAA Act; 
• Assesses the collection of revenue for Private Letter Boxes and operations;
• Assists with the continuous review of postmen districts. 

Human Resource 

• Participates in recruitment, transfers, promotions and leave of staff for the Region;
• Ensures the developmental and welfare needs of the staff are identified and addressed in the Region; 
• Reviews, monitors and evaluates the performance of staff in Region and recommends corrective actions, where necessary; 
• Recommends the assignment/reassignment of staff across post offices, ensuring staff is effectively utilized and productivity optimized; 
• 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 Regional and Department’s goals;
• Fosters an atmosphere of trust, high ethical and confidentiality standards;
• Administers, in conjunction with the Human Resource Management Unit, the discipline of staff at Post Offices; 
• Reviews and approves leave applications for members of staff throughout the Region;
• Engages in local Succession Planning, with a view to support Human Resource strategic objective. 
• Performs any other duties. 

Required Knowledge, Skills, and Competencies

• Good knowledge of the Universal Postal Union Standards 
• Knowledge of Records Management principles and practices 
• Knowledge of the Post Office Act (1941) and FAA Act 
• Knowledge of Postal Industry and its operations 
• Knowledge of the Government/Department’s policies and procedure 
• Good knowledge of the Staff Orders and the Public Service Regulations
• Knowledge of the Postal Industry and its Operations

Minimum Required Qualification and Experience

• BSc. Degree in Public Administration, Management Studies, Business Administration or equivalent from an accredited tertiary institution; plus 
• Five (5) years’ related experience, two (2) of which should be at a managerial level. 

Special Condition Associated with the Job

• Extensive traveling islandwide 
• High-Risk Environment 
• Exposure to criminal activities with local, regional and international reach.

Please note that only shortlisted applicants will be contacted.