Estate Assistant I - CE

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 I will undertake and drive the delivery of client services to an organized geographical area and or group of clients in accordance with the agreed standards and established work in order to provide the best, competent and resilient estate land management services to all stakeholders. The incumbent shall support the Estate Officer in facilitating training and coaching of staff include ensuring staff compliance to the iTaukei Land Trust Board Estate Operation Manual (EOM), policies and legislations. Responsibilities includes working together as a team to achieve the performance measures and targets aligning to its Business Plan in accordance to TLTB Strategic Corpore Plan

Outcomes

Organisational Stakeholders
1. Business Growth
Income: monthly collections target (budget) achieved or exceeded Opportunities for iTaukei Land use within the geographical/specialized area identified Income achieved within Geographical team analyzed against the set target Team to analyze number of cases attended and closed Team assisted on other cases issue for resolving of any CMS case, complaint case and other lease issue pertaining in any action required within the Geographical Team portfolio
2. Customer Service
Internal and external customers provided with quality, efficient and excellent service at all times ensured. Quality and efficient customer service provided to customers who telephone, email or via letter correspondence ensured. Prompt customer resolution response provided with quality to customers who log in their complaints through complaint management system Quality and efficient customer service for internal and external clients of the Board. Accurate advice provided to staff via email, over the telephone or face to face in accordance with the Estate Operation Manual (EOM) or any other relevant act in General Provision, Probate Administration Succession Act, Property Law, Transfer Act, Rivers & Streams Act, Forest Act and other legislation
3. New Lease Application
Screening the entire application against the Board’s requirement Proper due diligence is carried out while screening overseas applicants ensured. Overseas applicants to be screened by RBF, FIRCA, Registrar of Companies and Investment Fiji Local and overseas applicant interviewed prior to recommendations of accepting application Screening assisted and clearing of local & overseas application and create ID in the NGX system for successful applicants Inspection carried out to ascertain for suitability for leasing and establish and demarcate lease boundary with the company of the applicant. Inspection report prepared in Precis and recommendation for supervisory level of approval and monitor on applicant payment
4. Lease Documentation & Reporting
Lease document is carried out in a timely manner to enable TLTB secure funds from lending institution such as FNPF, FDB and other commercial banks Lease holders who have settled their offer execute their respective document within the timeframe ensured. Document prepared in accordance with the relevant act that is ALTA or TLTA Monthly report on the assigned daily tasks prepared. Compile reconcile account for refund purposes Provide monthly documentation, refund, arrears update, reassessment, Alta ensured.
5. Case Management – Lease Application (Case Type 1)
Lease application case (Case Type 1) created. Case should be opened immediately to avoid the instances where lease applications are open with a case number Detailed inspection of the site/subject land carried out. Clarification provided if land is within Reserves or outside Reserves, and possibility of de-reservation ensured. LOU analysis conducted and memo written to Reserves to get written confirmation on land applied is within Reserves or outside Reserves. Consultations carried out and discussions noted in minutes form ensured Case file to be dispatched to Reserves Head Office for verification De-reservation consents and await the return of file
6. Case Management – De-Reservation
Report on the lease application for consideration, including the Precis and recommendation to lease assessment Inspection report for the subject site/land with the details Requirements to be compliance with other requirements of other approving authorities Required documents verified and are uploaded in NGX system before assigning case to SEO Application is rejected, the applicant to be informed accordingly or otherwise advises applicant if more information is required application to be on hold Application is in order, then the application is approved and the EO ascertains the appropriate processing fee to levy. All required documents to be uploaded in NGX system, that is, Tin Registration, Personal ID, payslip, bank statement, confirmation of employment, and others consistent with the Lease Application Form Ensure to create a Lease Offer for the tenant and prints out for endorsement by Regional Manager Releases the Lease Offer to the tenant for consideration
7. Case Management – Arrears
Estate Operation Manual (EOM) work process followed and procedures in attending to the case in the NGX system, physical land file and case file ensured. Extract those cases that are in arrears by notifying SRO and the assistance from IT department for the generation of arrears notice Arrears notice served to tenants through registered address, bulk messages sent to tenants notifying them Site visit conducted and inspection to see the condition of the site in terms of improvements, services and etc. for those who cannot pay or finding difficulties in paying the arrears Legal cases created for those who have high arrears and forward to Legal Officer for further actions Compliances and policy maintained in carrying out this case type
8. Case Management – Rent Reassessment
EOM work process and procedures in attending to the case in the NGX system, physical land file and case file followed. Cases from NGX system that are due for re-assessment with the assistance from IT Department extracted. 360 inspections conducted at the site ensured. Rates for the proposed new rent calculated within NGX for EOs and SEO’s approval. Prepare and notices sent to tenants through registered address, hand deliver, through email etc. Negotiation followed up and settlement of the proposed rent ensured Tenant or email for the surrender of their documents and settlement of the fees ensured. Completion of negotiation, proceed with the preparation of variation of rent document Ensure to clarify variation fees other outstanding fees and rental to be settled Adherence to compliance and policy in carrying out this case maintained.
9. Case Management – 360 Inspection and Breach
EOM followed on work process and procedures in attending to the case in NGX, physical land file and case file 360 inspections conducted on sites and upload them accordingly with land soft that are due for inspection as per yearly target Brief and memo regarding correspondences prepared and CMS received or requested by Regional Manager and a thorough 360 inspections to be conducted ensured Adherence to compliances and policy in carrying out the case 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 Policy and procedures
11. Risk Management
OHS compliant Risk conscious culture maintained when carrying out task deliverables Reduction of rework reduced Identification of people and organization risks, in area of responsibilities assisted.
12. Efficient Work Practices
Compliance to work schedule, budgets and reporting ensured Accuracy in GIS and GPS functions Knowledge of land management and valuation principles and practice Demonstration of negotiation and consultation skills Driving skills and safety maintained
13. Demonstrate TLTB image and Values Standards at all times
Integrity of information maintained Confidentiality of information ensured Professional and ethical standards sustained Participate in CSR and conduct 5s
14. Continuous Learning
Continuous learning and development of own skills and knowledge base is ensured
15. Efficient and effective delivery of any other assigned work
.

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Risk Management	Analyse and manage risk.
Change Management	Implement and manage changing situations resulting from a change in strategic/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.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Organisational Values	Display the organisation's image and value standards.
Social and Cultural Awareness	Respond respectfully and effectively to people of different cultural and social backgrounds.
People
Team Orientation	Work in a team towards a common aim.
Problem Solving	Develop practical solutions to a situation.
Negotiation	Reach agreement through discussion and compromise.
Learning	Develop the competencies of self and others to enhance performance.
Self-Management	Manage your priorities and objectives efficiently and effectively
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Real Estate/Landuse Planning or Resource Management/Resource Economics mandatory

Work Knowledge and Experience

4 years of highly relevant experience
Understanding of and appreciation of the Fiji land tenure system and associated legislation and key stakeholder requirements
Experience in land management and/or valuation of land and/or leasing services Demonstrated ability to be self managing and meet work deadlines
Evidence of self motivation and initiative
Evidence of well-developed analytical and written skills
Negotiation and conflict management skills are adequate to achieve results which are mutually satisfying to parties while achieving business outcomes
Establishes high personal standards and serves as an effective role model
Experience with and knowledge of Landsoft Systems (desirable but not essential)

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
City and Town Councils
Clients
Customers
Landowners
Line Ministries
Stakeholders
Tenants

Attributes

Attribute	Definition
Behavioural Styles
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
Thinking Styles
Conscientious	Demonstrates a sense of right and wrong and a personal obligation to do the right thing.
Well Organized	Controls tasks in a well thought out and critical manner

Suva, Fiji

Location

28 Sep 2024

Date Posted

2 months ago

Closing Date

N/A

Salary

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