Location: Gaborone
Closing Date: 31 January 2025

Job Title: Administrative Assistant (Licensing Administrator) – Readvertisement

Job Overview

We are currently seeking an Administrative Assistant to take on the role of Licensing Administrator. This individual will provide essential administrative support in managing licensing activities and maintaining regulatory compliance with the Botswana Gambling Authority. The ideal candidate will be responsible for overseeing licence renewal processes, managing controlled stationery, ensuring financial transactions are handled appropriately, and supporting site management and employee licensing processes. This role requires attention to detail, strong organizational skills, and the ability to interact with both internal and external stakeholders effectively.

As the Licensing Administrator, the candidate will be expected to carry out a range of duties, including the processing of licence renewals, liaising with site owners and the Botswana Gambling Authority (BGA), handling controlled stationery and managing financial records. The role demands an individual who is meticulous, organized, and capable of managing various tasks simultaneously to ensure that all regulatory procedures are followed without error.

Key Responsibilities

Licence Renewal Applications

• Obtain Schedules: Gather schedules from the relevant internal stakeholders, indicating which sites are up for renewal in the upcoming months. This ensures timely preparation and adherence to deadlines.
• Distribute Renewal Notifications: Send initial licence renewal notifications along with the requirements list to site owners at least three months before the submission deadline. This allows site owners enough time to gather necessary documents and meet requirements. Follow up with them to ensure they have received the notification and understand the process.
• Prepare Documentation: Organize all the required documentation into a site file before site visits. This includes ensuring all relevant paperwork is in order for review during site meetings.
• Schedule Site Meetings: Coordinate site visits by scheduling meetings with site owners at least two weeks prior to the submission date. This allows enough time for discussion, and any issues can be addressed promptly.
• Ensure Owner Awareness: Educate site owners on the renewal requirements, ensuring they understand what is needed to complete the process smoothly.
• Collect Signatures and Documentation: Ensure that all required signatures are obtained and that all documents are correctly completed before the renewal application can proceed.
• Capture Updated Photos and Fingerprints: Facilitate the collection of updated photographs, fingerprints, and any other biometric data required for the renewal process.
• Request ITC Reports: As required, obtain the necessary ITC (credit) reports to verify the financial standing of the site owners.
• Gather Tax Information: Work with site owners and other necessary stakeholders to collect the relevant tax information to ensure compliance with the BGA’s requirements.
• Compile Renewal Applications: Put together the full renewal application, making sure that all required supporting documentation is attached and accurate.
• Certification by Commissioner of Oaths: Ensure that all documents requiring certification are signed by a Commissioner of Oaths, adhering to legal and regulatory requirements.
• Quality Assurance: Conduct an initial quality check of the renewal application before submitting it for further review by the internal team.
• Submit to BGA: Submit the completed application, including all supporting documents, to the Botswana Gambling Authority.
• Respond to BGA Requests: Address any requests for additional information or clarification from the Botswana Gambling Authority promptly.
• Approval for Advertising: Once the renewal is processed, obtain the necessary approval from the BGA to advertise the new sites or any changes in ownership.
• Prepare Advertising Materials: Work with media houses to prepare and compile advertising materials, ensuring compliance with BGA regulations. Obtain templates, submit for approval, and coordinate the process with the Board and the media house.
• Generate Purchase Orders for Payments: Create purchase orders for renewal payments, ensuring they are approved by the relevant parties and confirm payment with the Finance team.

Monitoring System Administration

• Capture New Licence Applications: Accurately input information for new and renewed site licences into the relevant systems, ensuring that all data is up to date.
• Notify BGA of Gambling Employees: Notify the BGA when gambling employees are linked to new site licences or changes in ownership, ensuring compliance with licensing requirements.
• Review Licence Validity: Regularly review the validity of site licences in the system, ensuring all details are current and correct.
• Coordinate with BGA: Communicate with the Botswana Gambling Authority to ensure that the system is updated accurately and that changes are made promptly.
• Print and Scan Employee Cards: Handle the printing and scanning of employee cards as required by the system, ensuring all records are up to date.
• Provide Updated Employee Lists: Share updated lists of new employees and employee cards with internal stakeholders to ensure smooth operations.
• Process Smart Card Balances: Ensure that zero balances for smart cards are processed and completed within the required deadlines.

Controlled Stationery Administration

• Manage Controlled Stationery: Oversee the receiving, storing, and issuing of controlled stationery, keys, and locks in accordance with company policies and the Internal Control Standards (ICS).
• Conduct Audits: Perform regular audits on controlled stationery registers and keys every quarter to ensure compliance with legislative and company requirements.
• Manage Spare Cards and Keys: Notify relevant stakeholders about spare cards that need to be programmed and printed, and order controlled stationery as needed.
• Maintain Key Movement Schedules: Keep an accurate record of key and employee movements to track access to controlled items.
• Resign Site Employees: Ensure that resigned site employees are removed from the employee card register, and that proper paperwork is filed with the relevant parties.
• Destroy Damaged Keys and Cards: Follow company procedures for the destruction of cards and keys that are damaged or no longer in use.
• Reconcile Records: Reconcile records and system data for controlled stationery, ensuring the accuracy of stock levels and records of renewed licences.

Financial Administration

• Petty Cash Management: Manage the petty cash for the Licensing team, ensuring it is distributed appropriately and reconciled monthly.
• Procure Purchase Orders: Generate purchase order requests for any ad-hoc procurement invoices, follow up to ensure approvals are obtained, and work with the Finance team to ensure payments are made promptly.
• Liaise on Fines and Payments: Communicate with site owners and the BGA regarding fines imposed for late submissions, ensuring follow-up on payments and appeals.
• Invoice Management: Receive and verify invoices from the BGA, ensuring that charges are correct and that no duplicate invoices are submitted.
• Reconcile Invoices and Payments: Ensure that all invoices and charges related to site renewals are reconciled correctly and paid on time.
• Annual Renewal Reconciliation: Assist with the reconciliation of annual renewals for all sites to ensure accurate financial records.

New Gambling Employee Licence

• Review Employee Licence Forms: Review employee licence applications for completeness and accuracy, ensuring all necessary details are included.
• Collect and Record Fingerprints: Collect and record fingerprints for new employees as required, ensuring compliance with licensing protocols.
• Request ITC Reports: Obtain ITC reports for training delegates to verify financial responsibility.
• Ensure Valid Work Permits: Confirm that work permits for employees are valid for the entire duration of their licences.
• Capture ID Photos: Take ID photographs of training delegates as part of the employee licensing process.
• Track Licence Processing: Track the progress of employee licence applications in the Evolution system, ensuring they are processed efficiently and accurately.
• Distribute Licences: Distribute employee licences received from the BGA to the appropriate Area Managers for further handling.
• Maintain Employee Movement Database: Keep a database of employee movements and ensure that employee licence files are up to date.
• Return Expired Licences: Return expired licences to the BGA on a monthly basis to maintain compliance.

General Administration

• Lease Agreement Management: Ensure that lease agreements are updated and scanned into the relevant database, maintaining organized records.
• Procure Controlled Stationery: Oversee the procurement process for controlled stationery and ensure that orders are placed as required.
• ITC Checks and Tax Certificates: Perform regular ITC checks and upload tax certificates to the shared drive to ensure compliance with the necessary regulations.
• Assist with Other Admin Tasks: Provide assistance with other general administrative tasks as required, ensuring smooth operations for the licensing team.

Marketing and Promotions Coordination

• Coordinate Marketing Activities: Work closely with the marketing team to coordinate promotional activities related to licensing, ensuring all materials and advertising meet the necessary requirements.

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