ATTENTION: THE COFFEE INDUSTRY BOARD (CIB) WISHES TO INFORM THE PUBLIC, ESPECIALLY PERSONS IN THE COFFEE INDUSTRY, OF A REPORT OF FRAUDULENT ACTIVITY REGARDING THE USAGE OF SEVERAL FAKE EMAIL ADDRESSES OF CIB EMPLOYEES AND LICENSED COFFEE STAKEHOLDERS, BOTH LOCAL AND OVERSEAS Click for Details

CIB Departments and Positions

The Job Description information below is not detailed but only a summary of each position shown on the chart.(click here to see org chart)

Position\Title

Core Process

Department

Objective

Core Functions

Director General

Executive

Executive

(1) To implement the strategic goals and objectives of the Coffee Industry Board

(2) With the Chair, enable the Board to fulfil its governance function

 

 

(1) To give direction and leadership toward the achievement of the CIB’s philosophy, mission, strategy, and its annual goals and objectives

(2) Oversees design, marketing, promotion, delivery and quality of programs, products and services

(3) Recommends yearly budget for Board approval and prudently manages organization’s resources within those budget guidelines according to current laws and regulations

(4) Effectively manages the human resources of the organization according to authorized Personnel policies and procedures that fully conform to current laws and regulations

(5) Assures the organization and its mission, programs, products and services are consistently presented in strong, positive image to relevant stakeholders

Position\Title

Core Process

Department

Objective

Core Functions

Legal Officer/
Board Secretary
Licensing Legal To provide legal advice to the organization and corporate support to the Board Members

Ensures and facilitates prosecution of applications to register the trademarks (Jamaica Blue Mountain, Jamaica High Mountain Supreme and Wallenford Estate) owned by the CIB, all around the world

Ensures the maintenance of the said trademark registrations and the monitoring of the use of the said trademarks all around the world

Receives and processes applications for Coffee Dealers, Coffee Works, Nurseries and Trademark licences

Monitors the operations of Coffee Works, Nurseries and Trademark licensees to ensure compliance with Licence conditions

Provides legal advice on issues that may arise on a day to day basis within the organization

Reviews and approves legal documents and affixes the seal to the same

Acts as Secretary to the Board Members and the Coffee Development Trust Fund

Position\Title

Core Process

Department

Objective

Core Functions

Quality Assurance Manager    

Certification

Quality Assurance

To plan, organize and control the operations of the Quality Assurance Dept to ensure that the coffee intended for sale is of an acceptable standard. To ensure that processors/handlers of coffee implement and sustain appropriate systems to protect the integrity of the product

Leads and conducts quality assessments (sensory and physical evaluation) tests on coffee during the certification process

Provides technical advise and training(internal/external) in areas of quality control in the processing and handling of coffee

Makes recommendations for adjustments to features of the certification system where deemed necessary

Provides the Director General and other relevant personnel with advice and prescriptions relating to quality assurance matters

Ensures the inspection of all coffee works

Prepares and submits the annual budget (recurrent/capital) for the quality assurance department and participates in reviews of the same

   

Position\Title

Core Process

Department

Objective

Core Functions

Advisory Services Manager

Advisory

Advisory Department

To provide liaison between the farmers and the executive management of the Board.

To coordinate and monitor all Extension/Advisory activities including training staff and farmers, pest and disease control programmes, research activities, coffee production.

Design and prepare and facilitate the implementation of special projects.

Provide the Director General with current and relevant update on national and international agronomic and production issues

 

Plans, collaborates and monitors the unit’s research activities, crop forecasting, pest and disease surveys and production.

Collaborates, plans and implements projects with research organizations, both local and international

Plans, coordinates and monitors staff and farmers’ training, demonstrations and tours

Prepares and disseminates training tools e.g. pamphlets, brochures consisting of technical information on aspects of coffee production.

Analyses data on national coffee production for future planning purposes

Advises and assists farmers/investors with technical and developmental planning strategies.

Liaises and ensures compliance with requirements of other regulatory agencies, NGOs and the general public

Represents the Coffee Industry Board both locally and internationally at meetings, seminars and conferences

Assesses environmental impact of specific coffee development project including farms, pulperies and works

 

Position\Title

Core Process

Department

Objective

Core Functions

Research, Development & Environment Manager

Auxiliary,
Collaborative,
Technical & Strategic

Research, Development & Environment

To develop, plan, organize, manage, promote, co-ordinate and execute research and environmental programmes and procedures to derive solution to problems/challenges that may arise in relation to the production, processing, handling and storage of coffee.

Consults with research/scientific institutions locally/internationally to maintain and update laboratory facilities to conduct investigation and experimentation on the essential features of coffee production, processing and storage

Advises the organization on equipping and organizing of laboratory facilities to ensure an adequate level of responsiveness to scientific/environmental needs

Conducts environmental assessments of current or prospective production and processing facilities

Provides information to the industry regarding “best environmental practices” in the production and processing of coffee

Initiates, participates and conducts training sessions/seminars/demonstrations etc. for stakeholders and other interest groups in the promotion of environment protection and food safety

Monitors environmental performance throughout the industry and promotes best practices

Ensures that research activities are carried out to provide up-to-date scientific information on all stages of coffee growth, processing, handling and storage of coffee

Position\Title

Core Process

Department

Objective

Core Functions

Chief Operating Officer

Auxiliary
Operational & Strategic

Executive

To manage the financial, accounting and logistics services of the organization, developing and maintaining the integrity of the processes and the efficient utilization of the financial resources towards achievement of the corporate objectives.

Develops, implements, monitors and reviews the accounting systems to facilitate the timely and accurate recording and generation of financial information

Prepares periodic financial reports for presentation to the Board and the Director General
Reports on actual v budgeted expenditure
Maintains integrity of all accounts by ensuring reconciliation

Directs the periodic inventory for the organization; performs periodic test counts on critical items to ensure existence

Complies with ethical, guidelines and regulatory requirements
Facilitates internal and external auditors in the conduct of their duties
Co-ordinates and reviews investments, receivables and payables

Manages the logistics functions of the Board, ensuring accurate receival and dispatch of customer consigned material

Checks and signs weight certificates and export documents

 

Position\Title

Core Process

Department

Objective

Core Functions

Human Resources Manager

Auxiliary
Operational & Strategic

Human Resource

To co-ordinate, plan and direct corporate programs and policies in human resource development, compensation, employee welfare and benefits, industrial relations and safety to give effect to a highly motivated and competent staff to attain the objectives of the Coffee Industry Board as well as to maintain a harmonious industrial relations climate.

  1. Organization Design and Development
  2. Recruitment and Manpower Planning
  3. Policy Development and Administration
  4. Performance Management/Succession Planning
  5. Industrial Relations
  6. Compensation and Benefits Administration
  7. General Administration

Position\Title

Core Process

Department

Objective

Core Functions

Corporate Communications Manager

Auxiliary
Operational & Strategic

Executive

To ensure that the CIB’s external or internal communications activities reflect and are consistent with the organization’s mission, policies and objectives.

To establish and maintain CIB’s corporate image, ensuring consistent/uniform message.

To ensure establishment and maintenance of adequate mechanisms within the CIB for timely sharing of information with CIB’s internal and external publics

 

Develops a communication policy

Co-ordinates the communication of mission, quality objectives and corporate image to internal and external publics, as required, through appropriate communication channels

Receives and coordinates responses to industry-information requests from external and local agencies and the general public as necessary (quarterly, annually, on request)

Collates and analyzes data provided by CIB Departments, for preparation of reports as required by key contacts for external agencies

Evaluates and responds to applications submitted by foreign companies for importer status

Provides support to the Legal Department in evaluating applications for licenses to import Jamaican coffee

Evaluates and/or provides guidance on applications for new or private labels concerning Jamaican coffee to be used in the local and overseas markets, using standards established by the Bureau of Standards and the Coffee Industry Board

 

Position\Title

Core Process

Department

Objective

Core Functions

Senior Quality Assurance Inspector

Certification

Quality Assurance

To inspect coffee processing facilities and to guide entities involved in the processing of coffee in producing and maintaining the requisite product quality.

Assesses physical facilities for the granting of new licences as well as operations/processes in respect of Licence renewals; makes recommendations for improvements where necessary.

Monitors the local coffee trade by:

  • ensuring that poor quality coffee is removed from shelves
  • drawing samples from local outlets for inspection and follow up action

Inspects coffee collected at depot to ensure that only good quality cherries are accepted

Carries out cup-test analyses on coffee and other Organoleptic assessments of coffee

Trains new recruits in inspectorate role

 

Position\Title

Core Process

Department

Objective

Core Functions

Quality Assurance Inspector

Certification

Quality Assurance

To monitor and maintain the integrity of the Coffee Industry Board’s quality standards and to help to protect and preserve the image and integrity of the Jamaican coffee.

Inspects processing works to ensure compliance with standards; makes recommendations for improvements where necessary

Monitors the local coffee trade by:

  1. ensuring that poor quality coffee is removed from shelves
  2. drawing samples from local outlets for inspection and follow up action

Inspects coffee collected at depot to ensure that only good quality cherries are accepted

Carries out cup-test analyses on coffee and other Organoleptic assessments.

Performs any other related duties consistent with the general level, nature, functions and objectives
of the job

Position\Title

Core Process

Department

Objective

Core Functions

Quality Assurance Officers

Certification

Quality Assurance

To conduct laboratory investigation and analyses on factors that affect quality of product. To assure quality of product by measuring and assessing the product against specific standards and procedures

Assesses green beans to ensure that it meets the standards for appearance, grading, sizing, moisture content, color and defects

Conducts chemical analyses of coffee

Performs Organoleptic assessment of coffee, collate the findings of the panel of cuppers and prepare assessment reports

Draws samples and prepares for dispatch to purchasers

Advises and trains entities involved in brewing and serving Jamaican coffee such as hotels and restaurants to ensure the serving of good quality coffee

Receives samples from local trade (roasted coffee); codes supplies for blind tests; collates findings and prepares reports

Position\Title

Core Process

Department

Objective

Core Functions

Quality Assurance Lab Technician

Certification

Quality Assurance

To assure quality of the product by measuring and assessing the product against specific given standards and procedures, thus maintaining the integrity of the product by conducting laboratory analysis and other related activities.

Assesses the green coffee beans to ensure that it meets the standards for appearance, grading, sizing, moisture content, color and defects

Performs sampling of green bean shipment

Prepares samples and cupping reports

Generates inspection certificates for roasted coffee

Performs Organoleptic assessment

 

Position\Title

Core Process

Department

Objective

Core Functions

Advisory Officers

Advisory

Advisory Department

To plan, organize, implement and monitor extension, agronomic and other allied activities in assigned area. To provide liaison support between the Regional Advisory Officer and farmers, the industry, stakeholders and other interested parties.

Provides technical and advisory services to all aspects of coffee agronomy

Participates in the development of programmes for coffee farmers and other stakeholders, within the assigned area

Prepares an annual work plan for assigned area

Promotes and ensures the safe and appropriate use of agricultural chemicals and equipment.

Recommends and advises on procurement of pesticides, fertilizers, equipment and planting material

Implements, monitors and gathers data from on the farm trials within the assigned area.

Participates, plans and executes seminars, meetings, exhibitions and training days.

Assists in investigations, enquiries, research, observations in collaboration with other officers and research institutions.

 

Position\Title

Core Process

Department

Objective

Core Functions

Regional Advisory Officer

Advisory

Advisory Department

To plan, schedule, implement and coordinate the delivery of extension/advisory services to coffee growers and other stakeholders in the industry. To monitor the implementation of all projects aimed at increasing coffee production.

Prepares annual work plan and budget for the Region to include but not limited to:

  • training sessions/field
  • new planting
  • resuscitation
  • production estimate
  • research/trial planned

Provides technical information to staff, farmers and other stakeholders especially as it relates to new and improved technologies in coffee production

Investigates, researches and reports on complaints/reports made by farmers and/or any activity that may adversely affect coffee production

Assigns and monitors activities of Officers under his/her control

Co-ordinates and monitors activities within the region aimed at improving staff morale, accountability, leadership, adherence to policies and the like

Responds to public request for information and provides support in communicating CIB’s regulatory role and responsibilities

Position\Title

Core Process

Department

Objective

Core Functions

Advisory Assistant

Advisory

Advisory Department

To maintain day to day contact with the farmers. To provide information to the Regional Advisory Officer and to mobilize and motivate farmers.

 

Assists in the transfer of technology to farmers

Demonstrates the correct procedures for carrying out cultural practices in coffee

Refers agronomic problems (e.g. disease outbreak) to the Regional Advisory Officer for further investigation and recommendation

Collects relevant data from farms as prescribed

Plans and carries out farm inspection visits after consulting with supervisor

Logs and reports on production figures and estimates as requested

Keeps a daily log of advisory activities and prepares periodic reports

Assists in mounting displays for seminars, shows, exhibitions etc.

 

Position\Title

Core Process

Department

Objective

Core Functions

Training/Public Relations Officer

Advisory

Advisory Department

To provide public relations, communication services, agronomical/technical advise. To coordinate and develop internal/external training programmes.

 

Implements the National Farm Registration Programme

Coordinates the National Crop Insurance on behalf of the Coffee Industry Board

Ensures the development and sustainability of the Coffee Cooperative.

Provides technical advice to farmers, stakeholders and organizations aimed at improving the quality and productivity of coffee

Conducts training days, seminars, meetings and advises farmers, stakeholders on coffee programme and the general status of the coffee industry

Promotes the image of the Coffee Industry Board through agricultural shows. 

Position\Title

Core Process

Department

Objective

Core Functions

Research Officer

Auxiliary
Collaborative &
Technical

Research, Development & Environment

To investigate and recommend solutions to problems identified during the growth, processing, handling and storage of coffee. To conduct laboratory and instrumental analyses and other related activities for research and monitoring purposes.

 

Monitors coffee processing works with special emphasis on environmental impact and coffee quality

Conducts special research projects (in collaboration with other departments) to derive data and/or other material to solve specific problems

Monitors and tests for the presence of contaminants in green coffee through instrumental analysis

Assists with the preparations for and represents the organization at promotional events and workshops/trade fairs/conferences etc

Assists with the preparation of technical papers/brochures/flyers on coffee-related issues

Assists with the general management of the research and environmental laboratory to include purchasing of equipment/material

Position\Title

Core Process

Department

Objective

Core Functions

Accountant\Procurement Officer

Auxiliary

Accounts

To perform accounting and procurement functions in support of the efficient utilization of the financial resources.

Inputs payroll data, checks for accuracy, finalizes and runs payrolls

Prepares payroll-related cheques and disburses the same

Reconciles sub-ledger to the general ledger and analyze G/L accounts.

Reconciles the following bank accounts to bank statements:

  • Payroll
  • Foreign Currency
  • Main
  • Investments

Monitors the organization’s receivables; issues statements, debit/credit notes; prepares receipts
Coordinates CIB’s investment portfolios – invests and monitors funds

Position\Title Core Process Department Objective Core Functions

Senior Accounting Clerk

 

Auxiliary Accounts

To maintain effective support to the accounting and financial functions of the organization.

Prepares invoices for shipping, cess charges and crop insurance premium

Updates accounting software with relevant information

Receives cheques and cash payments and issues receipts for the same

Prepares bank lodgments

Reconciles estimated invoices with actual shipping charges and prepares relevant document (debit/credit note)
Reconciles sub-ledger to general ledger

Prints accounts payable listing; requests approval and prepares cheques

Position\Title Core Process Department Objective Core Functions

Accounting Clerk

Auxiliary Accounts To maintain effective support to the accounting and financial functions of the organization

Receives cheques and cash payments and issues receipts for same

Prepares bank lodgments

Prepares purchase orders

Obtain quotes for procurement purposes where necessary.

Conduct physical check of inventory for submission.

Maintain files for cheque payment vouchers, reports, customers, etc.

Position\Title Core Process Department Objective Core Functions

Shipping & Customs Coordinator

Auxiliary to Certification

Shipping and Warehousing

To prepare and dispatch import and export documents in accordance with the Customs Act. To ensure that goods imported by the CIB are cleared efficiently

Processes documents at the airport, wharves, post office, courier services to enable shipment of coffee

Verifies and collects Bill of Lading from Shipping Line

Prepares export and import documentation in accordance with the Customs Regulation or Act

Clears goods from the wharves, airport, post offices etc

Ensures inspection and final processing of coffee at Plant Quarantine and Customs

 

Position\Title

Core Process

Department

Objective

Core Functions

Shipping Clerks

Auxiliary to Certification

Shipping and Warehousing

To prepare and to dispatch export documents

Prepares customs, and internal shipping export documents

Books containers with shipping lines; book air shipments with airlines

Prepares shipping details for the accounting department

Scans all internal shipping documents for electronic storage

Notifies relevant entities (shipper/buyer) of the intended and actual departure date of shipment

 

Position\Title

Core Process

Department

Objective

Core Functions

Warehouse
Foreman
Auxiliary to Certification Shipping and Warehousing

To monitor activities in the warehouse, ie. receival and storage of coffee. To ensure that packages are properly labeled, weights are correct and that communication is maintained with the

Receives coffee in warehouse; checks and verifies against delivery slip

Ensures that barrels and bags are properly marked and that weights are correct

Performs inventory on coffee in warehouse and maintains electronic log

Co-ordinates and assists with the loading of containers; operates forklift

 

Position\Title

Core Process

Department

Objective

Core Functions

Warehouse Personnel Auxiliary to Certification Shipping and Warehousing To provide manual labour in loading export containers and loading and unloading of trucks with coffee shipment to airport

Prepares and loads export containers

Prepares and loads shipment on trucks for airport

Unloads shipment for inspection at the airport

Ensures that the warehouse and its environs are kept clean

Verifies weight of bags and barrels delivered.

Position\Title

Core Process

Department

Objective

Core Functions

Receptionist/Telephone Operator

 

Auxiliary

Human Resource

Operates the telephone switchboard to maintain effective communication internally and externally. Receives and directs visitors to appropriate department/personnel and provides information as necessary

Answers and connects incoming calls to appropriate members of staff

Makes telephone calls and delivers messages

Maintains records of cellular and inter-parish calls

Maintains records of telephone calls; prepares and submits statement of charges for personal calls

Reports malfunctioning in telephone system to appropriate personnel and to the service provider and keeps a record of service requests and system downtime

Develops in-depth knowledge of Coffee Industry Board’s operations and be able to effectively communicate this information to callers/visitors

Position\Title

Core Process

Department

Objective

Core Functions

Office Attendant

Auxiliary

Human Resource

To provide refreshment for staff and visitors and to maintain kitchenette in a clean and tidy manner. To facilitate the smooth operation of the lunch concessionaire service

Serves refreshment and lunches to meetings or members of staff as required.

Washes utensils and maintains kitchenette in hygienic condition

Cleans refrigerator, appliances and serving areas as required

Takes lunch orders and sells lunch tickets

Maintains record of lunch tickets sold

Maintains record of lunches delivered

 

Position\Title

Core Process

Department

Objective

Core Functions

Bearer

Auxiliary

Human Resource

To ensure the timely delivery and collection of documents and supplies. To safely transport authorised personnel to and from designated locations.

Collects and delivers documents and supplies as required

Makes bank lodgments and enchases cheques

Makes payments to institutions as requested

Transports visitors and staff when required

Makes purchases for the organization

 

Position\Title

Core Process

Department

Objective

Core Functions

Gardener

Auxiliary

Human Resource

To maintain and ensure the cleanliness and attractiveness of the physical surroundings of the property.

Sweeps the premises

Cultivates and maintains plants in outdoor settings

Fertilizes, waters, weeds, transplants or thins plants in relevant areas

Mixes and applies pesticides to maintain health of plants

Mows lawns and prunes trees

Position\Title

Core Process

Department

Objective

Core Functions

Documentation & Info/Clerk

Auxiliary service to all departments

Corporate Communications

To maintain an efficient documentation system by ensuring proper identification, storage, protection, and disposition of documents and records. To ensure the efficient reproduction and collation and transmittal of documents

Classifies and files records/documents appropriately

Facilitates access to records/documents by authorized persons

Maintains and secures confidential files ensuring that they are handled only by authorized Officers

Receives, logs and dispatches mail to relevant personnel

Develops and maintains scrap book of news items on Coffee

 

Position\Title

Core Process

Department

Objective

Core Functions

Filing Clerk

Auxiliary service to all departments

Corporate Communications

 

 

Position\Title

Core Process

Department

Objective

Core Functions

Administrative Assistant

Auxiliary
Services to Core & Auxiliary Processes\
Departments

Core & Non-Core Departments as per Org\Chart

To effect organization, coordination and management of activities related to either Core or Non-core Departments through efficient administrative support.

To assist in keeping the respective Managers abreast of industry best practices enabling them to play a dynamic role at the corporate level.

To deliver superior customer service to employees in accordance with the Board’s standards

Maintains an up-to-date diary for the Managers assigned, including scheduling meetings, compiling agendas, arranging discussion and background papers and briefings, researching files for information, liaison with staff as required.

Facilitates effective communication between the Managers assigned and the Staff of the CIB.

Attends meetings involving their respective manager and takes and prepares minutes; drafts agenda and circulates documents for meetings as directed; prepares and organizes the preparation of venue and refreshment as appropriate.

Prepares and types letters, reports and memoranda and other documents as required; transmits facsimile messages and photocopies documents.

Receives, sorts and logs correspondence, takes action as directed; exercises control over confidential documents; logs and despatches outgoing mail.

Attends departmental meetings; takes and prepares minutes; informs staff of meetings, drafts agenda and circulates documents for meetings as directed by the Board Secretary; prepares and organizes the venue as appropriate;

Accepts applications for Licensees and other customers\stakeholders; assists in the processing of the said applications by preparing letters to Relevant external entities\ Ministries and following up on same, prepares letters to applicants requesting further information if necessary, circulating application documents to and arranging meetings of various review committees etc. and issues applications and approval letters for same.

 

Position\Title

Core Process

Department

Objective

Core Functions

Information & Network Coordinator

Auxiliary,
Technical & Strategic

Corporate Communications

To develop, analyze and maintain databases of data/information used within the Coffee Industry Board. To ensure optimum performance of the CIB’s Information Systems (data information)

Acquires, prepares, collates and analyses industry data/information used by the CIB and external agencies as required (e.g. production and export data, domestic consumption, pricing, import data, ICO and other industry reports, customer perception surveys, newsletters, etc.)

Monitors the use of external forms (electronic and paper) for data capture purposes

Provides technical support to users of various application software

 

 

Position\Title

Core Process

Department

Objective

Core Functions

Computer Technician

Auxiliary and Technical Support

Chief Operating Officer