Senior Estate Officer ( Operations)

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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.

To plan, direct and control the activities of the Estates Work Unit to ensure the effective and efficient delivery of services to landowners and tenants. Manage, and where applicable, undertake cases in accordance with established delegations, agreed service standards and perceived risk. . The incumbent manages and monitor the daily operation to ensure Business Plan goals are achieved at the end of every month, quarter and year to contribute to the Board’s achievement of its Core Business Outputs. Responsibility includes facilitating training and coaching of staffs and ensuring compliances to policies and Estate Operation Manual.

Outcomes

Organisational Stakeholders
1. Business Growth
Potential clients and corporate leases pending payments followed up. Payment plan cases monitored.  Estate Work Unit’s objective plan, driven and monitored, policies ensuring the key outcomes and performance measure/targets aligning to TLTB Strategic Corporate Plan (SCP) achieved.  Client management strategies planned and case management programs within the context of the overall regional goals, and setting targets established and achieved. Case types progress monitored through weekly staffs and supervisors meeting and new strategies and way forward to achieve weekly work plan set.  Weekly compilation of briefs on cases referred by the Regional Manager and Executive Management
2. Efficient Work Practices
Accurate and timely submission of regions plans, work schedule, budgets, reports and forecasts to regional manager. Knowledge of land management and valuation principles and practice applied. Negotiation and consultation achieved. Results mutually satisfying to parties in relation to business outcomes achieved.
3. Leadership Role
Estates Work Unit activities appraised according to overall objectives and continuous monitoring and evaluation of performance. Fully resourced Estates Work Unit achieves case management goals and targets through proper planning, directing and controlling work allocation. Fully competent and effective staff through efficient supervision, training and mentoring. Performance, competency profile, motivation and morale of Estates Work Unit staff ensured. The Board represented in any stakeholders meeting or public consultation through districts and provincial meetings. The Annual Strategic Corporate Planning (SCP) workshop attended and work in collaboration with other Senior Management and Seniors to set out all the Yearly target for the Region and Sub-Region. Reflect, review and re-strategize the team’s yearly achievements as set out in the SCP ensured.
4. Case Management
Relevant cases undertaken and provision of individual case advice as required in accordance with established delegations and perceived risk. Delegated authority in accordance with established procedures and guidelines such as attendance at Provincial Council Meetings, Court hearings as Board’s witness as required. Monitoring, follow up and assisting in the execution of all cases in making sure that they are within the SCP targets. All cases including Lease Application, rent reassessment, Arrears, Expiry, Variation, Dereservation, Breach, Generic, 360 inspections, Surrender and all Dealings such as Water, Building, Transfer, Mortgage and Sub-Lease are monitored, compliance ensured and achieved. Monitoring and ensuring that all cases are attended and closed in compliance to Estate Operation Manual and other relevant Policy and Procedure. Reassessment notice  quarterly dispatched, negotiate on new rent and deem acceptance on TLTA leases after two months of service ensured.  Quarterly inspection on ALTA leases on non-response cases for negotiation or for re-entry conducted.  Conveyancing cases attended and documents released to lessee in a timely manner.
5. Monthly Report
Compile Office, Regional monthly report on all case types, potential land stock, development lease update, major case updates, Director of Lands update, Housing Land needs update, Risk report update and informal settlement update with accuracy.
6. Legal Compliance and Data Integrity
TLTB is 100% compliant with the Fiji Land tenure systems and all relevant legislation and regulation. Compliance to relevant legislation – ALTA, TLTA, General Provisions, Town and Country Planning Act, Environment Act. Adherence and Compliance to Estate Operation Manual and TLTB policy and procedures.
7. Risk Management
Accumulated arrears reduced. Customer dissatisfaction addressed. OHS compliance sustained. Thorough check to ensure document lodge for stamping is correct and in line with the system. Data entry on system through IPR for new lease application, Rent Calculation on Rent Reassessment and brief that is submitted for Manager and Executive Management approval monitored.  Recommendation and amendment from the data cleaning exercise attended.
8. Customer Service
Quality and efficient customer service for internal and external clients of the Board. Quality, efficient and excellent service provided to TLTB tenants and other stakeholders through customer personal visit ensured.  Prompt response in a professional manner to emails, answering of telephones, correspondence and resolving complaints via Complaints Management System (CMS). Staff assisted and guided to produce quality report and excellent customer service to TLTB customer at large. Response provided to Manager and Executive Management on major cases and any cases that needs urgent attention
9. TLTB Image and values standards demonstrated at all times.
Integrity of information maintained. Confidentiality of information ensured. Professional and ethical standards sustained. Corporate Social Responsibility (CSR): attend one or arrange and attend to organized by region quarterly. Village consultation, pocket meeting, Tikina and provincial meeting  organized and attended quarterly.
10. Continuous Learning
Continuous learning and development of own skills and knowledge base ensured

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Resource Management	Deliver results through the efficient and effective allocation and use of supplies , equipment and people.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Quality Focus	Deliver quality.
People
Self-Management	Manage your priorities and objectives efficiently and effectively
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Land Management & Development/ Real Estate or equivalent
Desirable
Higher Degree incl. Post Grad Cert or Dip	Land Management & Development/ Real Estate or equivalent

Work Knowledge and Experience

1. 8 years advanced experience in a relevant technical/professional field and other experience of a broad nature
2. Demonstrated ability to develop and manage work unit teams
3. Demonstrated ability to manage and deploy resources to address case management and service delivery standards
4. Understanding of and appreciation of the Fiji land tenure system and associated legislation and key stakeholder requirements
5. Demonstrated experience in land management and/or valuation of land and/or leasing services
6. Undergone Management Development Program or equivalent
7. Demonstrated ability to lead change
8. Demonstrated commercial and business acumen
9. Negotiation and consultation skills are adequate to achieve results which are mutually satisfying to parties while achieving business outcomes
10. Demonstrated commitment to quality customer service
11. Establishes high personal standards and serves as an effective role model
12. A good understanding of strategic planning and monitoring and evaluation processes
13. Experience in the use of GPS and GIS
14. Knowledge of land management and valuation principles and practice
15. Negotiation and consultation skills

Requirements

Language Proficiency
Knowledge of another language
Regulatory Compliance Requirements
Drivers Licence

Interactions

Interaction	Comments
Internal
Employees
Management Team
Regional and Headquarters
External
Clients
Government Officials
Industry Associations
Landowners
Provincial Councils'
Tenants
City and Town Councils

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.
Achiever	Puts in effort to achieve a desired result or goal and is motivated by this end and the overall accomplishment.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Consensus seeker	Works to achieve group solidarity and general agreement and harmony.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Decisive	Reaches conclusions, promptly and firmly.
Well Organized	Controls tasks in a well thought out and critical manner