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

Key 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 Knowledge, Skills and Competencies

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

Minimum Required Qualification and Experience

• 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. 

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. 

Please note that only shortlisted applicants will be contacted.