Administrative Officer

Summary

Under the direct supervision of the Business Development Manager, the Administrative Officer is responsible for providing professional, comprehensive and quality services to existing clients of the Department to ensure that value for money is attained. The officer will also be responsible for the management of Corporate Mail and the processing of all financial/accounting activities inclusive of lodgements, reconciliation and verification of payments from corporate clients. He/she will actively participate in research activities concerning existing products and services offered, as well as their related promotional activities and processing of client appointments.

Responsibilities

• • Recommends business strategies and key performance indicators for existing products and services;
• • Collaborates with direct reports in developing, signing and submission of Individual Work Plans;
• • Keeps abreast of trends and changes in marketing strategies and recommends/implements changes, where necessary.
• • Assists in the development and implementation of business plans, operating records and financial statements for products and services offered by the Department;
• • Maintains rapport/and strengthens relationships with existing clients;
• • Prepares and issues instruments to collect customer satisfaction information;
• • Analyzes customer satisfaction data and presents findings to the Business Development Manager for the improvement of products and services offered by the Department;
• • Provides recommendations to the Postal Corporation of Jamaica, Customer Service Branch and the Corporate Communications Branch, regarding leads and new markets;
• • Participates in on-going quality assurance audits to ensure efficient and effective delivery of commercial services;
• • Provides assistance, where required, in strategic assessments to review Divisional development and the implementation of system of controls in all areas of the business, and to ensure alignment and achievement of objectives;
• • Prepares documents geared toward informing existing clients of new developments in the Department’s products and services;
• • Contributes to the development of policies, strategies and operating objectives, consistent within the Department and the broader industry, to support the timely implementation of projects;
• • Assesses clients for referrals to other products and services offered by the Department;
• • Maintains relationships with sponsors and donor organizations via telephone, site visits e-mails etc.;
• • Assists with the management of contractual obligations between the Department and its clients.
• • Communicates with clients concerning discrepancies, overall service delivery and customer needs/satisfaction;
• • Manages the accounts of clients for on-time payments and daily transactions from walk-in customers;
• • Monitors and maintains implemented systems for Corporate Mail accounts;
• • Monitors services offered to corporate clients to ensure the delivery of products and services in keeping with agreed contracts;
• • Manages the Return Mail process to route returned mail through the proper channels;
• • Ensures invoices for corporate clients are prepared, issued and ultimately filed;

• Assists in the review of operations for/concerning corporate clients inclusive of receiving, processing and dispatching bulk mail:

  • • Works closely with the Counting Unit, Central Sorting Office-Letters which receives and processes mail items from corporate clients;
  • • Monitors receivables management system that is used for recording all transactions billing relating to corporate customers in accordance with the Department’s costing requirement;
  • • Reviews active client files to ensure accurate billing;
  • • Prepares individual breakdown of clients’ mailing information and reconcile funds transferred from the Department’s Deposit Account to Revenue Accounts to add to the Department’s Appropriation In Aid (AIA) account;
  • • Responds to queries/request/concerns from clients via telephone, email or otherwise;
  • • Assists the Business Development Officer in the processing of contracts;
• • Collects, collates and safeguards information, data and evidence in all its various forms and disseminates based on instructions given;
• • Assists supervisor with investigations solely and/or co-operatively into breaches of, but not limited to, the State’s, Government’s and the Department’s various rules and regulations, Financial Administration and Audit Act (FAA) Act, illegal activities and misuse within the nation’s postal system.
• • Manages the welfare and development of direct reports through the preparation of performance appraisals and recommendations of required training and development programmes;
• • Provides leadership to direct reports through effective objective setting, delegation and communication processes;
• • Provides guidance to direct reports through coaching, mentoring and training, providing assistance and support, as needed;
• • Ensures that training and other needs of direct reports are adequately identified and addressed;
• • Ensures that direct reports are aware of and adhere to the policies, procedures and regulations which affect the Unit;
• • Participates in the recruitment of direct reports for the Unit;
• • Recommends Vacation Leave for direct reports in keeping with established human resource policies;
• • Recommends/administers disciplinary action in keeping with established human resource policies.
• • The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience generally expected from a person occupying this position.

Required Skills

• • Sound knowledge of the universal Postal Union security standards;
• • Sound knowledge of the Post Office Act (1941);
• • Good knowledge of the Financial Administration and Audit Act;
• • Sound knowledge of the postal industry and its operations;
• • Good knowledge of risk management;
• • Knowledge of the Staff Orders and the Public Service Regulations;
• • Good knowledge of project writing, appraisal and monitoring and evaluations skills.

Qualifications

• • Bachelor’s in Business Administration, Management Studies, Public Administration/Public Sector Management, Marketing or related field rom an accredited tertiary institution;
• • Two (2) years’ experience in related area in the public sector or in an organization of a similar size and complexity.

Additional Information and Instructions

Special Conditions Associated with the Job: ⏰ May be required to work beyond and outside of normal working hours in emergencies or to meet project deadlines Applications accompanied by résumés should be submitted no later than Friday, December 13th, 2024 to: 📍 Director, Human Resource Management and Development Post and Telecommunications Department 6-10 South Camp Road, Kingston, CSO 📧 Email: recruitment@jamaicapost.gov.jm ℹ️ Subject: Administrative Officer (GMG/SEG 1) 🔑 Please include the job title in the subject line of your email. Note: Only shortlisted applicants will be contacted. Please ensure that a copy of this circular is placed at a strategic position on the Notice Board of the Ministry/Department/Agency and brought to the attention of all eligible officers.

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