Job Description
Main Purpose of the Job- (Job Summary)
Providing supervision in the management of office facilities, looking after the maintenance and alteration of office areas and equipment, purchasing of office supplies, equipment services and managing all company properties in order to achieve the business goals.
Main Responsibilities
1. Supervising the day-to-day operations of the administrative department and staff members.
2. Ensuring that property management, repairs, maintenance and procurement of services are within laid down policies and authority given by the Company.
3. Analysing all contracts and Service Level Agreements falling under the Administration Department and compliance.
4. Providing supervision in ensuring that there is optimum occupancy and timely rent collection and corrective action in case of defaulters.
5. Monitoring and accounting for consumables.
6. Supervising all stock taking exercises in the organization
7. Ensuring assets are tagged and updates of sent to Finance which is the custodian of Asset Register.
8. Overseeing franking of policy documents including keeping records and ensuring uninterrupted franking.
9. Facilitating the Registry with Metrofile to ensure efficient delivery of services to concerned departments.
10. Ensuring all Company assets are insured optimally at all times.
11. Implementing various projects related to Administration Department as initiated by the management.
12. Assisting in developing, reviewing, and improving administrative systems, policies, and procedures.
13. Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained.
14. Talent management including coaching, mentoring, developing, motivating, training and evaluating staff in the Administration department to achieve highest levels of performance
15. Any other duties assigned
Academic Qualifications
• Management degree from a reputable university.
Professional Qualifications
• Diploma in procurement and purchasing.
• ACCA/CPA (K)
• Certificate in facilities management.
• Diploma in property management.
Key Job Skills (specific to the job)
• Strategy formulation and implementation.
• Reporting and presentation.
• Purchasing and procurement.
• Facilities management.
• Property management.
• People management
• Project management
• Negotiation skills.
• Analytical skills.
Insurance Skills (special Category)
• Basic insurance
General Skills (Generic)
• Communication Skills
• Interpersonal Skills
• Customer Service
• IT skill (fluency)
KAC Competencies/Behaviours
• Integrity
• Reliability
• Transparency
• Professionalism
• Teamwork
• Quality
Experience
At least 5 years of relevant experience