Estate Officer [Lautoka]

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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.

Manage an assigned geographical area and/or group of clients and deliver client services to landowners and tenants in accordance with agreed service standards and established delegations. Responsibility includes delivering and providing the best services to respective landowners and stakeholders. The incumbent will work in collaboration with internal and external parties to ensure the team achieves performance measures and targets in accordance to the Business Plan aligning to the Board’s Strategic Corporate 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. Work in collaboration with the team to execute key targets aligning to the strategic corporate plan. Monitor key performance, analyze and make comparison on output with targets on monthly basis ensured.  Possible income generating avenues attended and identified and update case in the system
2. Case Management - New Application
Relevant cases undertaken and provision of individual case advice as required in accordance with established delegations and perceived risk.  Case management for all lease types in geographic settings moved and monitored . Lease application case (Case type 1) moved and monitored. Team monitored and driven to move lease application cases with accuracy to minimize rework tasks. Consultation conducted with land owning  unit , ensuring compilation of meeting minute and collecting signature for consent. Ensure accurate assess/screening of application from interested customers within the timeline ensured.
3. Case Management - Rent Reassessment
Rent Reassessment case (Case Type 2) monitored and moved.  Data from reassessment case inspected and collected.  ALTA and TLTA reassessment case calculated.  Data in Landsoft system updated  and cases moved for approval ensured.  Negotiate with tenant on notices approved and Landsoft system updated.
4. Case Management - Arrears & Dealings
Arrears notices cases (Case Type 7) monitored and moved.  Payment of arrears followed up and Landsoft system updated on payment arrangement/payments done Invoice arrears collection fee in the system and update of Landsoft receipt of arrears payment ensured.  Cases moved  to legal for litigation process and to conveyance for re-entry process Report compiled and Landsoft system updated.   Dealings case (Case Type 3) assisted and dealing cases from services team screened with accuracy
5. Case Management - Dealings
Assistance in case type 3 in screening all dealing cases handed in by services team 360 inspections  conducted and compiled on the subject land and report for approval of dealings submitted.  Lease document checked and screened and chronology of event on land file and possible breaches identified.  Breach case (Case Type 7) opened and breach notices for approval prepared.  Breach notice payment followed up and approval of consents recommended, system updated and cases moved.
6. Case Management - 360 Inspections / Asset Valuation & CBUL
Inspection conducted on ALTA and TLTA leases ensured.  Productivity report for ALTA leases analyzed and lease for CBUL payment recommended. Assets valuation report for TLTA leases conducted.  Lease document checked and screened and chronology of event on land file and possible breaches identified.  Report to gauge the rate of work done in line with Strategic Corporate Plan (SCP) targets compiled.  System and CBUL report updated.
7. Case Management - Process Lease Engrossment Case ( Generic)
Inspection conducted on lease engrossment case received. Memo compiled and submitted for Manager’s approval ensured. Payment followed up and Surrender and lease document prepared. System updated and submission to services for registration purposes
8. Efficient Work Practices
Accurate and timely submission of plans, work schedule, budgets, reports and forecasts Accuracy in GIS and GPS functions Knowledge of land management and valuation principles and practice applied Negotiation and consultation skills demonstrated Driving skills
9. Legal Compliance
TLTB is 100% compliant with the Fiji Land tenure systems and all relevant legislation and regulation Adherence and compliant to Estate Operation Manual and TLTB Policy and Procedures
10. Leadership Role
Fully competent and effective staff through efficient supervision, training and mentoring Progress of work monitored to provide the level of efficiency required for the satisfaction of customers
11. Risk Management
Reduction in Accumulated arrears Customer dissatisfaction addressed OHS Compliance addressed Health and Safety addressed
12. Customer Service
Quality and efficient customer service for internal and external clients of the Board Lease administrative advises provided to stakeholders and clients information updated.  Correspondence attended and complaints received at the counter addressed Memo provided to Manager on decision made, file away ensured and system updated.
13. TLTB image and values standards demonstrated at all times
Integrity of information maintained Confidentiality of information ensured Professional and ethical standards sustained CSR and 5s participated.
14. Continuous Learning
Continuous learning and development of own skills and knowledge base is ensured

Responsibilities - Critical Competencies

Competence	Description
Business
Risk Management	Analyse and manage risk.
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
People
Leadership	Utilise a leadership position to influence people and events and to increase performance.
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.
Technology Application	Apply technology.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Land Management & Development /Real Estate/ Landuse Planning/ Tourism/ Resource Management/Resource Economics/Geography or Equivalent

Work Knowledge and Experience

1. 5 years of highly relevant experience
2. Demonstrated ability to plan, manage and deploy resources to address case management and meet service delivery standards
3. Comprehensive understanding of and appreciation of the Fiji land tenure system and associated legislation and key stakeholder requirements
4. Experience in land management and/or valuation of land and/or leasing services
5. Demonstrated success in improving quality of customer service
6. Demonstrated ability to be self managing and meet work deadlines
7. Demonstrated ability to resolve conflict between landowners and tenants
8. Negotiation skills are adequate to achieve results which are mutually satisfying to parties while achieving business outcomes
9. Establishes high personal standards and serves as an effective role model
10. Must have undergone a supervisory programme and demonstrates excellent supervisory skills
11. Excellent knowledge of Landsoft System
12. Excellent knowledge of Estate Operations Manual (EOM)
13. Knowledge of land management and valuation principles and practice
14. Demonstrated negotiation and consultation skills

Requirements

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

Interactions

Interaction	Comments
Internal
All staff
Area Managers
Audit and Finance team
Executive Management
External
Auditors
City and Town Councils
Clients
Customers
Financial Institutions
General Public
Government Officials
Landowners
Provincial Councils'
Sales Agents
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.
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.
Resilient	Cope positively with stress and catastrophe. Bounces back from setbacks, mistakes or misfortunes.
Interpersonal Styles
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
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.
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

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