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KEY ACTIVITIES

Licence Renewal Applications

• Obtains schedule from the relevant internal stakeholders on which sites are coming up for renewal
• Distributes initial licence renewal notification with list of requirements to site owners 3 months prior to submission deadline, and follow up to ensure notification was received
• Prepares relevant documentation into a site file prior to site visit
• Sets up the site meeting via email or telephone for minimum 2 weeks before the submission
• Ensures site owners understand the renewal requirements
• Obtains relevant signatures and documentation and obtains complete document pack from site
• Facilitates updated photo’s, captures fingerprints and requests ITC reports as required
• Liaises with site owners and other necessary stakeholders to obtain tax information
• Compiles renewal application and ensures all supporting documentation is attached
• Ensures all relevant documents are certified by a Commissioner of Oaths
• Conducts initial quality assurance on renewal application and then submits for full QA process with internal team
• Submits completed applications to the Botswana Gambling Authority
• Attends to requests for additional information as requested by the Botswana Gambling Authority
• Obtains approval from the Botswana Gambling Authority to advertise new sites/change of ownership
• Prepares and collates advertising materials for the media house and obtains advert template
• Submits and obtains advertising approval from the Board and advises the media house to proceed with the advertising.
• Submits relevant advertising information to the Botswana Gambling Authority
• Generates purchase order requests for renewal payment, follows up to ensure approval and confirms with Finance for payment.

Monitoring System Administration

• Captures new New and renewal Site Licence application information accurately and timeously on the relevant systems
• Notifies the Botswana Gambling Authority timeously of gambling employees to be associated to approved Change of Ownership (New site licence)
• Reviews validity of licences on the relevant system, monthly
• Liaises with Botswana Gambling Authority to ensure the relevant system is accurately updated, and changes are made timeously
• Prints and scan employee cards
• Provides relevant internal stakeholders with Botswana Gambling Authority list of new employees and new employee cards
• Printing and scanning of smart card zero balances within the required deadlines.

Controlled Stationery Administration

• Manages the receiving, storing and issuing of controlled stationery registers, keys and locks in accordance with company policies, procedures and ICS
• Audits the controlled stationery registers and keys quarterly in accordance with legislative requirements
• Informs relevant stakeholders of spare cards to be programmed and printed
• Informs relevant stakeholders of controlled stationery to be ordered
• Maintains a key and employee movement schedule
• Resigns site employees from the employee card register and gives required paperwork to the relevant stakeholders for filing
• Destroys cards and damaged keys on advice from the Commercial team and in accordance with legislative requirements
• Captures details of damaged keys in the key register, destroys the damaged keys and orders new keys with the relevant internal stakeholder
• Receives, stores and destroys used stationery in accordance with company policies, procedures and Internal Control Standards.
• Monitors the after-hours entries and transactions done in the controlled stationery room
• Reconciles controlled stationary records and system data to ensure validity of current stock levels of renewed licences on a monthly basis.

Financial Administration

• Issues petty cash to the Licencing team and reconciles the petty cash monthly
• Generates purchase order requests for adhoc procurement invoices, follows up to ensure approval and confirms with Finance for payment
• Liaises with site owners and the Botswana Gambling Authority (BGA) when fines are imposed for late submission, and follows up on payment and appeals
• BGA:

• Receives invoices from BGA
• Ensures all invoices are billed to a site in Gaming network
• Ensures that all charges are correct as per the renewal of site (LTD or Full)
• Ensures that no invoices or charges are duplicated

• Assists with the Annual Renewal reconciliation for all sites
• Supplies new licencing costs, change of ownership costs and general recovery costs to Revenue team
• Reconciles petty cash and submits all invoices to finance team within the required timeframes.
• Completes fine deduction forms within the required BGA deadlines.

New Gambling Employee Licence 

• Reviews relevant forms for accuracy and completeness
• Collects and records fingerprints as required
• Requests ITC reports for training delegates
• Ensures work permits are current and valid for the full licence period.
• Collects and record ID photo’s of training delegates
• Submits completed applications to the Botswana Gambling Authority timeously
• Processes applications on the Evolution system
• Tracks the processing of new gambling employees and ensure accuracy on the system
• Verifies licence applications for accuracy and take corrective action as required
• Receives licences from the Botswana Gambling Authority and distributes to the Area Managers
• Maintains database of employee movements for reporting purposes
• Files Botswana Gambling Authority forms and Gambling registration forms
• Returns expired licences to the Botswana Gambling Authority on a monthly basis
• Returns Licence Certificates of resigned employees to the Botswana Gambling Authority timeously.
• Sends resigned and new employee licence files to the Compliance & Training Officer on a monthly basis.

General Administration

• Licencing administration:

• Updates the lease agreement schedule and scans lease agreements into relevant database

• Renewal administration:

• Obtains consolidated and auto renewal list from the team
• Reconciles renewals list to Evolution records
• Sends the gaming list to the Botswana Gambling Authority on a monthly basis

• Controlled stationery administration:

• Obtains best quotes from the preferred controlled stationery suppliers
• Places the orders for controlled stationery as per team requirements Performs a stock control check on a monthly basis by reconciling records and stock on hand
• Orders venue and technical keys
• Orders the Evolution cards and the technical staff cards for new technical staff
• Files documentation in relation to BGA forms, Gambling registration forms and key orders
• Performs ITC Checks
• Scans sites’ tax certificates and uploads to the shared drive, and records information on the tax clearance spreadsheet
• Assists with general administration tasks as required

• Stationery administration:

• Controls all access and allocations of general stationery for the Licencing team
• Orders stationery from the main supplier as required
• Coordinates procurement process and ensures payment is made.

• Coordinate Marketing and Promotions

 

QUALIFICATIONS & EXPERIENCE

• Grade 12 / Botswana General Certificate of Secondary Examination (BGSCE)
• 2-3 years related administration experience
• Employee Gaming License
• Driver’s Licence Essential
• Ability to travel to sites if required

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