JOB PURPOSE
To supervise and monitor the registration of Annual Returns, Charges and changes for Companies and to ensure the Agency’s mission, goals and objectives are achieved.
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KEY OUTPUTS
▪ Weekly, monthly and quarterly reports prepared.
▪ Amendment Notices produced.
▪ Annual Returns, Registered Office Notices, Return of Allotment, Form 12 and 13, Increase on Share Capital and Particulars of Contract examined and registered.
▪ Form 16A, Notice of Change of Directors, Notice of Change of Company Secretary, Notice of Change of Registered Office, Mortgages, Debentures, Memorandum of Complete Satisfaction, Upstampings, Notices of Transfer and Change of Names examined and passed to Signatory for registration
▪ Reportees supervised and trained
▪ Advice and information given to Customers

PERFORMANCE CRITERIA
▪ Documents are accurately examined and registered within stipulated timeframes in accordance with the law and Agency policies and procedures.
▪ Work volume targets, daily, weekly and monthly deadlines are met.
▪ Staff is up to-date on the Agency’s policies and procedures and motivated to achieve agreed performance objectives and targets.
▪ Confidentiality and integrity are exercised.
▪ Advice and information given to Customers is accurate
▪ Agency and Unit policies and procedures are adhered to.
▪ Timely submission of reports
▪ Timely report to the Business Registration Manager on issues affecting the Unit’s ability to meet work volume targets and agreed performance standards.
▪ Amendment Notices prepared are thorough, error free and grammatically sound
▪ Timely follow through with Customers on unresolved issues
▪ Scheduled Customer Appointments kept
▪ Documents examined and approved meets legislative and Agency requirements
▪ Customers advised in keeping with Legislative and Agency policy and procedures
▪ Reportees properly and adequately trained
▪ Reports produced and records maintained are accurate

WORKING CONDITIONS
Normal Working Hours Monday to Thursday 8:30 – 5:00
Friday 8:30 – 4:00
Work Environment Normal office conditions.

SPECIAL WORKING CONDITIONS
Will be required to work beyond normal working hours.

LIASES WITH
Internally: Executives, Managers, Supervisors, and other internal stakeholders
Externally: Customers

JOB RESPONSIBILITY
▪ Monitor the volume of incoming documents for processing by the Unit and make recommendations to the Business Registration Manager for overtime where appropriate .
▪ Co-ordinates and supervise the work of reporting staff to meet agreed performance targets and standards.
▪ Contributes to the development of the corporate plan and budget to ensure the department targets and objectives are reflected.
▪ Develops and review department policies, procedures and systems to meet the Agency’s goals, objectives and targets.
▪ Carries out detailed examination of complex documents submitted and where necessary submit to the Business Registration Manager for review
▪ Assists in the provision of training for reporting staff to enable Unit efficiency
▪ Responds to and take appropriate action to ensure compliance with Quality Control Non-conformance Reports
▪ Updates Unit Procedural Manuals
▪ Prepares weekly, monthly and quarterly performance reports and submit to the Business Registration Manager.
▪ Undertakes administrative duties including the conduct of staff appraisal, recommendation of leave and initiation of disciplinary action for staff supervised in accordance with the Agency’s policies and procedures.
▪ Performs other related duties as assigned from time to time by the Business Registration Manager

JOB DIMENSION/AUTHORITY
▪ Examine and approve specified documents
▪ Sign-off certified copies of documents produced by the Agency
▪ Recommend improvements to department procedures and systems.
▪ Recommend appointments, transfers and promotion.
▪ Recommend staff leave.
▪ Take disciplinary action in accordance with the Agency’s human resource policies and procedures.

KEY COMPETENCIES
▪ Good knowledge of relevant legislation and Agency policies and procedures for processing documents
▪ Good problem solving, organisational and time management skills
▪ Sound knowledge of the Agency’s processing software
▪ Good interpersonal and communication skills.
▪ Keen eye for details
▪ Working knowledge of relevant computer applications.
▪ Ability to work under pressure
▪ Good oral and written communication skills

QUALIFICATION & EXPERIENCE
▪ Bachelor’s Degree in Management/Business Administration/Public Administration or equivalent qualification
▪ Paralegal Certification
▪ At least 3 years related experience including at least one years’ supervisory experience

OR
▪ Associate Degree in Business Administration
▪ Paralegal Certification
▪ At least 4 years related experience including at least two years’ supervisory experience