Division: HR & General Affairs
Department: Administration
Reports to: Manager, General Administration
Work station: Head Quarters
Direct Reports: N/A
Indirect Reports: N/A
Job Purpose: This position is responsible for provision of administrative support to the Administration Department to ensure effectiveness and efficiency in service delivery to customers.
Main Responsibilities of the Job
Operational Responsibilities
Facilities Maintenance
Liaison with the Facilities Management teams including monthly status meetings
Ensure the general ambience of the office is maintained at an acceptable level as per the cleaning benchmarks set
Supervision of approved maintenance works
Ensure facilities preventative maintenance schedules are adhered to
Provide daily support to outsourced service providers including G4S to ensure efficiency in dissemination of services in all departments.
Fleet management
Renewal of seasonal parking tickets
Approval of vehicle for staff use
Organise for annual inspection licences and other vehicular licences
Fuel (fleet, open fuel cards and generators) and vehicle maintenance reporting
Vehicle usage reports derived from tracking devices report
Fleet maintenance reporting
Valuation of company vehicles for insurance and disposal
Prepare a list for disposal and submit to the team leaders for approval before disposal of any old documents.
Transfer of ownership after disposal of units
Regular update of the Company vehicle list
Utility Management
Analysis and approval of utility bills – electricity and water
Analysis and approval of company vehicles fuel and maintenance
Submission of respective invoices for payment
Business Licensing
Procurement of all required trading licenses
Payment of land rents and rates
Payment of KEBS levy and KAM subscription
Knowledge, Skills and Experience
Minimum level of academic and professional qualification required to perform effectively in the role
Degree in Business from a recognized institution.
Diploma in Office Administration
Minimum level of experience required to perform effectively in the role
Two (2) years of relevant experience from a recognized organization.
Working Relationships
Internal customers
Administration and Switchboard teams
All Staff members
External Customers
Suppliers
Lands Office
County Government
Utilities companies
Competencies
Technical
Computer Literacy
Knowledge on the current Facilities Management trends in the market
Functional
Report writing skills
Presentation skills
Communication skills
Behavioral
Innovation – Ability to come up with new and better ways of working to improve efficiency and effectiveness
Time management – Ability to use time effectively and efficiently
Interpersonal skills – Ability to build rapport and constructive and effective relationships with colleagues and customers
Customer focus – Establishes and maintains effective relationship with both internal and external customers, to gain their trust and respect
Ethics and values – Adheres to an appropriate and effective set of core values and beliefs, and in alignment with the TKEN values
Integrity and trust – Trusted individuals who can present the unvarnished truth in an appropriate and helpful manner, keeps confidence, admits mistakes, doesn’t misrepresent themselves for personal gain
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