JOB PURPOSE
To direct and monitor the activities of the registry ensuring documents are properly classified and filed, administrative and taxpayer’s records are reviewed, shelved and retrieved; oversee the receipt and dispatch of mail as well as to approve the creation and closing of files.
KEY OUTPUTS
- Administrative and Taxpayer’s Files created;
- File Locator/and or Record Inventory System maintained;
- Documents classified and files docketed;
- Letters/Mail received and dispatched;
- Records filed, reviewed and shelved;
- Dispatch/Log Book and Charge-out Cards maintained;
- Valuables logged and submitted;
- Assigned locations monitored;
- Reports prepared and submitted.
KEY RESPONSIBILITY AREAS
Management and Administrative Duties
- Assists in planning, coordinating and directing all the activities of the Unit;
- Establishes and enforces standards and rules of professional conduct for staff within the Unit in order to maintain the highest degree of confidence in its integrity and efficiency;
- Ensures staff is aware of and operates in accordance with all relevant laws and policies;
- Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service.
Technical and Professional Duties
- Conduct site visits with Registrar;
- Processing of external and internal mails;
- Places tax returns, competence, collection and motor vehicle records on files in the correct order after carefully reading them to ensure they are appropriately classified;
- Sends taxpayer’s files for review and re-shelving;
- Locates taxpayer’s files, licence plates, competence, motor vehicle records, collection records and tax returns requested by checking the Location Cards and/or the shelves, logging out in appropriate books and systems, and taking/sending them to the relevant Officers;
- Ensures that all outgoing mails are dispatched and dispatch book signed by receiver;
- Minutes files to facilitate easy retrieval of documents;
- Accepts and prepares memo to dispatch (waiver, closure & objections) to relevant offices;
- Conducts Bi-weekly visit and overseas the RIM at all assigned locations;
- Maintains external registry (container);
- Updates motor vehicle competence database;
- Conducts periodical weeding of files;
- Retrieves, records, files and issues licence plates on a daily basis.
- Retrieves, records, files and issues Driver’s licence applications, competences and MVRCs upon request;
- Clears unused or old files from other departments (Audit, Compliance, Accounts and Collections and Stamp duty) to be shredded/destroyed or to be filed;
- Travels to outstation upon request by Registrar to maintain filing system inclusive of: Licence Plates, MVRC’s, Drivers Licence applications and to retrieve, record and shred/destroy old or unused files;
- Creates cases on Rais (Taxpayer enquiry, Closure request, Objection request) for respective departments (Audit, Compliance, Taxpayer Service, Accounts and Collections), as required;
- Assists Stamp Duty with file storage and file retrieval, as required;
- Periodic cleaning (vacuuming of the filing rooms), sorting and re-arranging of files to create adequate spacing and removal of files that have gone beyond the retention period.
- Checks the manual and electronic index for reference numbers;
- Creates and numbers files from the classification listings;
- Locates/retrieves and dockets the files with correspondence in date order or by TRN;
- Retrieves documents from appropriate files, photocopies, scans and emails documents on request;
- Locates, records and dispatches files from the Registry when requisitioned by officers;
- Maintains Charge-out Cards to ensure the location of files are known at all times;
- Ensures that the files are properly and correctly stored when not in use;
- Maintains an index list and inventory of all files in the Registry;
- Maintains a Dispatch/Log Book/Register;
- Assists with queries on the telephone and walk-in customers;
- Receives, logs and dispatches mail/letters;
- Receives and dispatches both external and internal correspondence including copying and circulating memos/circulars;
- Reviews all files that have been updated or returned to the Registry after completion of actions;
- Prepares and submits monthly reports;
- Identifies, monitors and escalates high priority issues from the front line, including emerging risks, to the relevant authorities;
- Updates and submits the Enterprise Risk Management (ERM) Sub- risk Register for the Unit;
- Performs other any related duties assigned by the Registrar.
Human Resource Management Duties
- Develops and manages the Unit’s HR plan that addresses staff requirements, and liaises with the Manager, Records;
- Conducts periodical reviews of supervisees in accordance with the Work Plan;
- Completes final performance assessments and recommends appropriate training and development programmes as necessary;
- Provides leadership and guidance to the staff through objective setting, coaching, mentoring, training and providing assistance and support when needed;
- Initiates and participates in disciplinary proceedings relating to staff members within the Unit and implements corrective measures.
PERFORMANCE STANDARDS
This job is satisfactorily performed when:
- New files are created according to established standards and within the agreed timeframe;
- Correspondence are accurately classified, placed on the correct files in date order and the files properly docketed in accordance with the standards and within the stipulated timeframe;
- All mail received is properly recorded and dispatched within the required timeframe;
- Files are reviewed according to the guidelines and accurately shelved in the correct sequence;
- Log book is accurately maintained and Charge-out Cards are correctly updated and taken off the files for despatch and replaced on files to be shelved;
- All valuables received are recorded in the Value Book and relinquished in accordance with the Financial Administration and Audit (FAA) Act;
- Accurate reports are prepared in the required format and submitted by the due date;
- Assigned locations monitored within agreed timeframe;
- File Locator / and or Record Inventory System accurately maintained within agreed timeframe;
AUTHORITY TO:
- Recall all files requested;
- Return files to staff for completion or correction
- Close and remove files from rack.
REQUIRED COMPETENCIES
Specific Knowledge
- Comprehension knowledge of Records Management;
- Knowledge of TAJ’s operations and functions;
- Working knowledge of computer systems and the relevant applications;
Required Skills and Specialised Techniques
- Very good planning and organising skills;
- Very good time management skill;
- Very good communication and interpersonal skills;
- Keen attention to details.
Qualification and Experience
- Associate Degree in Management Studies, Certificate in Public Administration or the equivalent education;
- Certificate in Records Management;
- Two (2) years related work experience.
WORKING CONDITIONS
- Normal office environment;
- Exposure to dust, mold and insects;
- Expected to travel for duty;
- Required to lift boxes and files;
- Travelling 20%-30%
While we thank all applicants for their interest, only short-listed candidates will be contacted.