Operations Manager, Letters (Shift) - (GMG/SEG 2)

Summary

Under the direct supervision of the Deputy Postmaster General, the Operations Manager (Letters) manages and co-ordinates the overall day-to-day operations of the Letters Branch, ensuring that policies are maintained, and that effectiveness and efficiency is achieved in the delivery of letters 💰Salary: $4,266,270 - $5,737,658 JMD per annum.

Responsibilities

• Management/Administrative:

  • • Collaborates with direct supervisor in the preparation, signing and submission of the Individual Work Plan;
  • • Participates in the strategic planning and operational plans for the Department
  • • Monitors Letter operations and makes recommendations for corrective action, as necessary;
  • • Prepares and submits progress reports to the DPMG (Operations) at agreed intervals;
  • • Prepares and submits reports to Mail Planning Branch and Senior Director, Finance and Accounts;
  • • Examines and forwards daily operational reports to the Deputy Postmaster General (Operations);
  • • Advises and makes recommendations to the Deputy Postmaster General (Operations);
  • • Liaises with Assistant Manager, Supervisors, Inspectors and Supervisors of Customs, with a view to improve the operations of the Unit;
  • • Acts as custodian for main entry and vault keys for all branches/sections on the letter floor;
  • • Liaises with overseas Postal Administrations regarding irregularities and non-arrival of mail;
  • • Liaises with Customs Officers and Operations Manager (Parcels) regarding mail process;
  • • Attends mail monitoring meetings to highlight problems/concerns regarding mail handling and delivery, and arriving at solutions to correct same;
  • • Liaises with the public on behalf of the Postmaster General with regard to non-receipt of mail;
  • • Keeps abreast with trends and best practices in Postal Management and Operations;
  • • Represents the Department at forums, conferences, meetings and seminars, disseminates information/knowledge gained to Staff and implements change, where necessary;
  • • Attends Departmental meetings and reports on Letter activities and provides feedback to Unit;
  • • Convenes meetings with Staff to ensure effective and efficient management.

• Technical/Professional:

  • • Monitors IPS Light hub and liaises with Branch Managers and Regional Managers to ensure timely updates;
  • • Monitors the physical appearance of the Branch and ensures that the layout facilitates workflow and is in accordance with international standards;
  • • Ensures that repairing and dispatching of damaged mail are carried out;
  • • Checks and certifies bills for carriage contractors;
  • • Receives and records Remittances (Branch Managers’ Bank Lodgements) from Branch Managers and hands over same to contracted Security Company for lodgements to Postmaster General’s Account;
  • • Prepares Bill Express lodgement for verification by Commercial Service Representatives;
  • • Receives, verifies processes and monitors the dispatching of Imprest from the District Postmaster’s Abstract Section;
  • • Ensures that an effective records management system is maintained for the purpose of accounting and queries;
  • • Observes incoming and outgoing scanning of mail by Contraband Enforcement Team (CET) and Custom Imaging Unit (CIU) personnel and Post Office employees;
  • • Investigates complaints regarding delivery of mail and takes corrective actions, when necessary;
  • • Processes “Dead Mail” and disposes of them as appropriate;
  • • Responds to customer(s) needs/concerns and ensures satisfaction through effective communication;
  • • Collects, collates and safeguards information, data, evidence, in all its various forms and disseminates to those authorized on a need to have/know basis;
  • • Initiates investigations solely proactively and reactively and/or co-operatively into breaches of, but not limited to, the State’s, Government’s and the Department’s various rules and regulations, FAA Act, illegal activities and misuse within the nation’s postal system.

• Human Resource Management:

  • • Participates in recruitment, transfers, promotions and leave of staff for the Unit;
  • • Ensures the developmental and welfare needs of the staff are identified and addressed in the Unit;
  • • Reviews, monitors and evaluates the performance of staff in the Unit and recommends corrective actions, where necessary;
  • • 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 Parcels and Department’s goals;
  • • Fosters an atmosphere of trust, high ethical and confidentiality standards;
  • • Administer, in conjunction with the Human Resource Management Unit, the discipline of staff in the Parcels Unit;
  • • Reviews and approves leave applications for members of staff;
  • • Engage in local Succession Planning with a view to support Human Resource strategic objective.

Required Skills

• Knowledge:

  • • Knowledge of UPU Standards
  • • Knowledge of Jamaica Customs Regulations
  • • Knowledge of Post Office Act (1941)
  • • Knowledge of the Postal Industry and its Operations
  • • 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
  • • Knowledge of General Accounting Principles
  • • Records Management skills

• Core:

  • • Integrity
  • • Good oral and written communication skills
  • • Customer and quality focus
  • • Good interpersonal skills
  • • Good leadership skills
  • • Good planning and organizing Skills
  • • Problem Solving & Decision Making
  • • Adaptability
  • • Teamwork and co-operation
  • • Goal/Result oriented
  • • Analytical thinking skills
  • • Ability to user own initiative

• Technical:

  • • Managing External Relationships
  • • Use of technology
  • • Technical skills
  • • Methodical Approach

Qualifications

• • First Degree BSc. Degree in Public Administration/Management Studies, Business Administration or equivalent;
• • Three (3) years’ work experience, one (1) of which should be at the management level;
• • Proficiency in Microsoft Office Suite.

Additional Information and Instructions

• Special Conditions Associated with The Job:

  • • High Risk Environment;
  • • Exposure to criminal activities with local, regional and international reach;
  • • Required to operate on a work shift system.

Applications accompanied by résumés should be submitted no later than Wednesday, 16th April, 2025 to: Director, Human Resource Management and Administration Postal Corporation of Jamaica 6 – 10 South Camp Road Kingston CSO 📧 Email: recruitment@jamaicapost.gov.jm ℹ️ Subject: Director, Safety and Security (GMG/SEG 4) 📜 N.B. Please include the job title in the subject line of your email. Note: Only shortlisted applicants will be contacted.

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