Job Purpose
Provide administrative, coordination, and reporting support for Licensing departments, supervising junior administrative staff and ensuring compliance with institutional policies, contractual and program requirements, and information-security standards. Support follow-up on correspondence, contracts, projects, services, and customer requests to enable efficient, high-quality Licensing service delivery.
Accountabilities:
Strategy
• Support Licensing departmental objectives by ensuring timely execution of administrative, coordination, and reporting activities linked to contracts, programs, projects, and service plans.
• Ensure alignment of Licensing administrative practices with institutional policies, quality standards, information-security requirements, and approved governance documents.
• Contribute to organizational excellence by tracking departmental KPIs, monitoring administrative readiness for audits, reviews, and compliance assessments (including contracts, projects, and service performance), and preparing required documentation.
• Support the implementation of departmental development plans, service-improvement initiatives, and partnership or performance-agreement requirements by preparing, consolidating, and following up on related reports and correspondence.
Operations
• Coordinate Licensing departmental meetings, schedules, and appointments; prepare agendas, minutes, action logs, and follow-up reports for internal and external stakeholders, committees, and working groups.
• Supervise administrative workflows including correspondence, circulars, and documentation through approved systems and tools, ensuring timely registration, circulation, and closure of incoming and outgoing items.
• Follow up on directives and recommendations issued by senior leadership, boards, or committees related to Licensing contracts, programs, services, customer feedback, and resilience activities, and report on implementation status.
• Monitor attendance, leave records, and permissions in Time & Attendance/HR systems, and prepare periodic summaries and workforce data reports for management review.
• Maintain and update departmental databases, archives, and filing systems (digital and physical) for Licensing records, contracts, invoices, receipts, permits, inspection results, and project/service documentation.
• Follow up on regulatory requirements, renewals, fines, and compliance submissions related to Licensing activities in coordination with relevant internal units and external partners.
• Support managers with HR-related administrative activities such as onboarding logistics, training records, separations, clearances, and certificates for Licensing staff, in coordination with HR.
• Coordinate preparation of materials and logistics for internal and external visits, field inspections, official tasks, and meetings related to Licensing services, partners, and operators.
• Provide support in preparing content, updates, and basic materials for Licensing media plans, internal webpages, and communication with stakeholders, ensuring accuracy and timeliness of information.
• Manage office supplies, petty cash (if applicable), and procurement requests to meet Licensing departmental needs efficiently, in line with approved procedures.
• Prepare official correspondence, periodic reports, and monthly or quarterly progress summaries on Licensing activities, customer requests, corrective actions, and improvement initiatives, ensuring secure handling of confidential documents and adherence to information security and privacy policies.
Process / Product Management
• Maintain and regularly update administrative systems and tracking tools to monitor Licensing KPIs, contracts, programs, customer requests (complaints, suggestions, reports, grievances), and associated corrective-action status.
• Recommend and support improvements to Licensing administrative processes, documentation flows, and reporting practices to enhance accuracy, timeliness, and compliance with internal Service Level Agreements (SLA), quality standards, and servicedevelopment requirements.
• Encourage and support the adoption of digital tools, automation systems, and basic data dashboards relevant to Licensing, in coordination with specialized units.
• Provide guidance and day-to-day support to officers and junior administrative staff to improve workflow efficiency, data quality, and consistency of application of policies, procedures in Licensing projects and initiatives.
• Monitor implementation and documentation of corrective measures arising from audits, compliance checks, customer-happiness reports, and resilience-related exercises, ensuring proper filing and capture of lessons learned.
Physical Working Conditions
• Primarily an office-based administrative and coordination role within the Licensing agency, requiring extensive use of computers and digital systems, with occasional field or site visits, external meetings, and possible extended hours during peak Licensing cycles, audits, or major events.
Job Qualifications & Requirements