License and Permits Manager: Operations at Massmart

Summary:

• This person is responsible for the research, tracking, application, payment, maintenance and reporting of all operational licenses and permits in order to ensure compliance with the relevant legislations and regulations related to licenses and permits. Advising, planning, implementation, and monitoring of Massmart’s operational license requirements/ landscape.

FUNCTIONS / RESPONSIBILITIES:

Management of Licenses and Permits team 

• Ensure all direct reports have clear objectives and conduct performance management in line with market and international norms; Communicate with L&P SME about L&P team talent quarterly
• Assist L&PSME in reviewing L&P team organizational structure on a quarterly basis to ensure alignment to risk and business priorities
• Monitoring all licenses & permits on the Global Licensing Management System(GLM)
• Ensure the GLM system is updated timeously& utilized efficiently by team
• Ensure escalations of any L&P related incidents are done by team to Senior Manager L&P
• Assist LP SME in enhancing overall maturity of L&P program in market
• Enhance business relationships, stake holder engagement
• Draft &update corporate documentation (e.g. SOP’s) where necessary

Researches and interprets requirements for licenses

• Review and interpret the regulations and legislation in order to understand the licensing requirements for all operational licenses and permits
• Keep abreast of changes in the various relevant legislation regarding licensing
• Manage the L&P Coordinators in order to gather information from multiple sources in the division in order to complete applications for the required operational licenses and permits
• Collaborate with local authority and other agencies to build relationships to facilitate licensing process and reduce disruptions to the business

Manages the licensing process for the division

• Manage the L&P Coordinators in order to ensure the documentation of information gathered during the licensing application process
• for purposes of maintaining a knowledge document/s, SOP’s and questionnaire/s
• Manage the L&P Coordinators in order to ensure the acquisition of all operational licenses and permits for the Division
• Manage the L&P Coordinators and license and permit priorities and timelines for multiple license types to ensure the Division is compliant
• Manage the L&P Coordinators in order to ensure operational licenses and permits are applied for 60-90 days prior to expiration
• Negotiate with government authority on timing of issuance of licenses and payment terms
• Manage the L&P Coordinators in order to ensure the facilitation of the payment of licensing fees and uploading of all supporting payment documents on the GLM system (quote, invoice, proof of payment, receipt)
• Create and revise standard operating procedures and process maps as new steps or efficiencies are identified
• Provide direction to Store Management and Business Partners on license and permit requirements and obligations
• Manage the L&P Coordinators in order to implement process for the update of the operational license and permit store portfolios
• Seek opportunities to optimize the license and permit processes
• Manage the scoping exercise done on a regular basis with Walmart
• Work with TPIs used for license and permits to ensure they deliver against the service level agreements

Develops communications to support the division

• Manage the L&P Coordinators in order to ensure that license and permit awareness sessions (CBL) for store managers and other relevant personnel are conducted timeously
• Provide direction to store management/ business partners on operational license and permit requirements and communicate obligations to maintain license and permits
• Proactively seek out information regarding licenses and permits matters, and reporting back to compliance or the division with any developments or new business initiatives, as well as collaborate with Real Estate and Liquor Licenses and Permit Managers to assist business with feedback and updates
• Manage the L&P Coordinators in order to ensure that non-compliance as per the L&P Escalation Protocol is escalated and to ensure relevant support can be provided to the divisions

Monitor and report licensing progress

• Manage the L&P Coordinators in order to ensure all licensing documentation such as agency questionnaires, blank and completed applications, attachments (corporate documents), license, emails, government paperwork, deliverable dates, and tasks are captured and uploaded into the GLM (Global License Manager) system
• Manage the L&P Coordinators in order to ensure that all important notes on follow up in the diary notations on GLM are documented
• Manage the L&P Coordinators in order to ensure that all license activities assigned in GLM are accurately completed and before licenses expire in order to continue operating the facilities compliantly
• Manage the monthly, quarterly and annual metrics and other deliverables from Bentonville via extracting data from GLM; analyzing the information and reporting of the results
• Manage the L&P Coordinators in order to ensure that licensing requirements for renewals post new projects are assessed and license and permits are renewed timeously or where stores closed that applications are updated on the system accordingly
• Support the L&P Coordinators to ensure license requirements and conditions are met for facilities and projects
• Manage the L&P Coordinators in order to ensure that reports on license and permit status are prepared and analyse reports to assess gaps and create action plans.
• Monitors and manages the L&P Specialist and Coordinators GLM work queues daily/weekly
• Conducts monthly checks/ reviews of the L&P Specialists Peer Reviews
• Extracts a No Recent Activity report from GLM every 2 weeks and report/ escalate to the L&P SME where necessary
• Conducts weekly one-to-ones with the L&P Specialist and Coordinators and provided feedback to the L&P SME

Ensuring stakeholder engagement

• Interact with various colleagues across the Division/ Business to confirm licensing status and progress
• Meet regularly with the various stakeholders (internal and external) to develop and maintain relationships
• Attend Compliance Business Partner meetings
• Attend meetings with L&P SME

Requirements:

Minimum Academic, Professional Qualifications and Experience required for this position 

• Minimum LLB/BCOM degree required
• 3-5 years relevant business experience
• Intermediate level Excel and other Microsoft products experience
• Compliance, Risk, Auditor Legal experience

Competencies and Skills

Core Competencies

• Demonstrating professional judgment
• Meeting internal and external customer’s needs
• Focus on execution and results
• Plan for and improve performance
• Build influence
• Adaptability
• Effective communicator

General Competencies

• Form Relationships
• Manage conflict
• Team player