Officer - Driving Licenses & Permits Issuance

Job Purpose

Provide administrative, clerical, and coordination support to departments and management within the Licensing agency. Ensure smooth execution of daily activities by managing correspondence, scheduling, documentation, reporting, and logistical support for Licensing services, programs, and customer requests. Facilitate internal and external coordination, maintain compliance with institutional and Licensing standards, and support effective communication and follow-up on departmental tasks and projects while safeguarding the confidentiality, integrity, and security of Licensing information in line with information-security requirements and best practices.

Accountabilities:

Strategy

Support Licensing departmental objectives by ensuring timely execution of administrative,

operational, and reporting requirements in line with institutional standards.

Assist in implementing approved organizational policies, procedures, and compliance

requirements within the Licensing department, including those related to customer requests,

complaints, and service standards.

Maintain accurate and up-to-date documentation and records for Licensing activities

(licenses, permits, approvals, contracts, and service-related correspondence) to support

decision-making, audit readiness, and adherence to quality and information-security

frameworks.

Contribute to monitoring Licensing-related performance indicators by ensuring data accuracy

and timely submission of reports that support planning, governance, and follow-up on

directives and action plans.

Coordinate with relevant units to help align departmental Licensing initiatives, service

improvements, and customer-happiness actions with overall institutional priorities.

Operations

Manage schedules for Licensing department heads or managers, coordinate appointments,

and arrange meetings with internal units, licensees, customers, operators, and external

stakeholders.

Prepare, draft, and register correspondence, circulars, and official communications related to

Licensing (such as license decisions, notifications, reminders, and responses to inquiries);

ensure timely dispatch, acknowledgment, and follow-up of pending items.

Maintain and update Licensing departmental files, records, and databases in both physical

and electronic formats (e.g., applications, approvals, inspection reports, complaints, and

appeals), ensuring confidentiality and compliance with document-control and information security procedures.

Enter permissions, attendance, and leave data into approved systems, ensuring accuracy and

timely reporting to support resource planning and HR processes.

Support onboarding and transition of Licensing employees by coordinating setup

requirements such as systems access, equipment, employee cards, and office resources.

Manage inventory of office supplies, initiate procurement requests, and coordinate

maintenance of office and IT equipment used by Licensing staff, ensuring availability for day to-day operations.

Participate in departmental meetings; prepare minutes, circulate summaries, and follow up

on completion of assigned action items, particularly those related to Licensing contracts,

programs, projects, and customer issues.

Track, monitor, and close assigned tasks, suggestions, complaints, and service requests

related to Licensing through institutional systems within approved service-level timelines.

Provide clerical and documentation support, including scanning, archiving, and organizing

Licensing records in line with information-security and retention protocols.

Coordinate with HR and related units for Licensing employee matters including leaves,

training, certificates, and separations, ensuring accurate documentation and timely

processing.

Support coordination of internal and external visits, inspections, and meetings related to

Licensing activities (e.g., visits by committees, partners, or oversight bodies), ensuring

readiness of materials, logistics, and follow-up documentation.

Process / Product Management

Maintain systematic and secure filing systems for Licensing documentation, ensuring

compliance with approved document-control and information-security standards and ease of

retrieval for audits and reviews.

Recommend enhancements to Licensing administrative workflows, reporting formats, and

documentation procedures to improve accuracy, efficiency, and compliance with internal

Service Level Agreements (SLA), quality standards, and service-development needs.

Participate in training and awareness programs on new administrative systems, digital tools,

and information-security practices relevant to Licensing (e.g., systems used for applications,

contracts, complaints, and customer requests).

Contribute to continuous improvement efforts by sharing insights and feedback from daily

Licensing operations, including recurring issues in applications, complaints, or

correspondence that may indicate process gaps.

Physical Working Conditions

Office-based administrative role within the Licensing agency, requiring extensive use of

computers, systems, and documentation.

Occasional requirement to support internal or external visits, inspections, or events related to

Licensing services.

Job Qualifications & Requirements

• Diploma in Business Administration, Office Management, Human Resources
• 2-3 years of experience