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TLTB North Western Region TLTB North Western Region

Estate Assistant II ( NW)

Job Description

The iTaukei Land Trust Board (TLTB), formerly known as Native Land Trust Board (NLTB) derives its existence from the Native Land Trust Act of 1940. Its core mandate is to manage iTaukei Lands with its Vision “To Excel in Land Services and the Economic Empowerment of our Landowners” TLTB Core Business is Sustainable Land Development to enrich the lives and livelihoods of our landowners. Our organizational Values are – Trust & Transparency, Accountability, United. Knowledgeable, Effectiveness & Efficiency and Integrity & Inclusivity.

The Estate Assistant II will provide support to the Estate Services unit and undertake and assist with the delivery of client services in lease and other land services in accordance with the agreed service standards and established delegations. The incumbent is also to provide service with accuracy to customers, the stakeholders, landowners relating to lease land and compliance to the Estate Operation Manual (EOM), legislation and policies of iTaukei Land Trust Board (TLTB). Responsibility includes working together as a Team to achieve key core performance targets aligning to the Departmental Business Plan and TLTB Strategic Corporate Plan.

Outcomes

Organisational Stakeholders
1. Outcome

1. Case File Management

  •  Relevant cases undertaken and provision of individual case advice as required in accordance with established delegations and perceived risk.
  • General client inquiries and correspondence responded to and/or directed to appropriate employees.
  • Relevant lease and related documentation prepared and executed in accordance with agreed client service standards and workloads.
  • Relevant and accurate data in Landsoft updated and maintained.
  • Appropriate file management services and procedures for lease and other land services matters provided.rs

2. Case Management -Lease Application 

  • Lease documentations (TAW, AFL, IOT, TL & License) for tenant execution prepared. 
  • Conveyancing checklist updated. 
  • Lease documents sent to Conveyance for Registration.
  • Pending lease offer follow up ensured.
  • Settlement cases – financial institutions assisted. 
  • Land file creation, update Land History card.
  • File Maintenance. 
  • Enclose case file in land file and file away.

3. Case Management - Rent Reassessment

  • Service of Rent Reassessment Notice to lease location and conduct 360 Inspection during time of notice service. 
  • Send Notice via registered mail to vacant land lease and follow up on Rent Reassessment Notice.
  • Land history card updated.  
  • File away case file when case is closed ensured. 

4. Case Management - Lease Variation 

  • Variation letter for Registered Leases prepared and variation letter via Registered Mail sent. 
  • Invoicing of fees and follow up with tenant to submit required documents and Original Lease. 
  •  Variation documents prepared. 
  • Checklist updated and Variation Document to Conveyance Department for registration sent. 
  • File away case file when case is closed ensured.

5. Case Management - Surrender

  • Invoicing of fees and required documents from tenant collected. 
  • Preparation of Partial/wholly surrender document.
  • Checklist updated and Surrender Document to Conveyance Department for registration sent. 
  • File away case file when case is closed ensured. 

6. Case  Management - Arrears

  • Physical case files opened and two copies of Arrears of Notice printed. 
  • Service of Arrears Notice and 360 Inspection conducted. 
  • Case stage diary marked  that Notice is being served. 
  • Invoicing of Arrears collection fees, BU 1 month for TLTA and 3 months for ALTA. 

7. Case Management - Lease Engrossment. 

  • Legal documents prepared. 
  • Checklist updated and sent to Conveyance Team for registration. 

8. Case Management - Breach & 360 Inspections

  • Breach through 360 inspection identified. 
  • Report on breach to Estate Officer prepared. 

9. Efficient Work Practices

  • Compliance to work schedule and reporting ensured. 
  • Administration (documentation/clerical) support provided. 
  • Land management, valuation principles & practice, and GIS/GPS functions applied. 
  • Negotiation and consultation skills practiced effectively. 
  • Driving skills and safety maintained. 

10. Legal Compliance 

  • TLTB is 100% compliant with the Fiji Land tenure systems and all relevant legislation and regulation.
  • Adherence and compliant to the Estate Operation Manual, TLTB policies and procedures. 

11. Risk Management

  • OHS compliant. 
  • Health and Safety compliant. 

12. Customer Service. 

  • Quality and efficient customer service for internal and external clients of the Board. 
  • Excellent customer services delivered by reducing customer waiting time, customer complaints and enquiries.
  • A positive, empathetic and professional attitude toward customers maintained at all times.
  • Respond to customer enquiries via emails or letter correspondence and telephone professionally.

13. TLTB image and values standards demonstrated at all times

  • Integrity of information maintained.
  • Confidentiality of information ensured.
  •  Professional and ethical standards sustained.
  • Participate in CSR, 5s


14. Continuous Learning

  • Continuous learning and development of own skills and knowledge base is ensured.

Responsibilities - Critical Competencies

Competence Description
Business
Planning Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Systems and Procedures Develop and/or apply procedures to assist the organisation achieve its goals.
Documentation Communicate using formal business writing.
Communication Exchange information through verbal communication
Customer
Customer Commitment Demonstrate a commitment to customer service - both internal and external customers.
Organisational Values Display the organisation's image and value standards.
Professional
Compliance Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification Discipline Notes
Preferred
Degree Land Management/Land Use or Resource Management/Resource Economics Experience in Land Management, understanding of TLTB Business, Legislation, Policy and procedures, Landsoft system is desirable

Work Knowledge and Experience

  1. 3- 4 years of highly relevant experience in a specific area of work, requiring specialized training.
  2. High standard of computer literacy and valid Driver’s license is mandatory.
  3. Basic understanding of and appreciation of the Fiji land tenure system and procedures, associated legislation and key stakeholder requirements
  4. Demonstrated ability to be self managing and meet work deadlines
  5. Evidence of self motivation and initiative
  6. Evidence of basic analytical and written skills
  7. Demonstrated commitment to quality customer service
  8. Evidence of commitment to team work
  9. Establishes high personal standards and serves as an effective role model
  10. Demonstrates computer literacy and knowledge of applicable wordprocessing, spreadsheeting and reporting packages and other applications
  11. Experience with and knowledge of Land Information Systems (LIS) and Geographical Information Systems (GIS) (desirable but not essential)
  12. Knowledge of land management, valuation principles & practice, and GIS/GPS functions
  13. Knowledge of negotiation and consultation skills

Requirements

Language Proficiency
Excellent command of English
Knowledge of another language
Professional Associations
Membership of appropriate Professional Institutions
Regulatory Compliance Requirements
Drivers Licence

Interactions

Interaction Comments
Internal
Area Managers
Employees
External
Clients
Customers
Line Ministries
Stakeholders
Tenants

Attributes

Attribute Definition
Behavioural Styles
Accountable Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Detail oriented Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Integrity Adherence to moral and ethical principles; soundness of moral character; honesty.
Interpersonal Styles
Objective Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Self Sufficient and Assured Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities
Team Oriented Enjoys being with others as part of a group or team.
Thinking Styles
Disciplined / Systematic Is controlled in conduct, shows an orderly pattern of behaviour, following a methodical and thorough approach
Well Organized Controls tasks in a well thought out and critical manner


Lautoka, Fiji

Location

20 Jul 2024

Date Posted

2 months ago

Closing Date

N/A

Salary

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