British High Commission in Nairobi Technical Works Group Administrative Assistant Jobs in Kenya

British High Commission in Nairobi Technical Works Group Administrative Assistant Jobs in Kenya

Main Purpose of Job:]

The Technical Works Group (TWG) Officer will provide administrative support to the full TWG team to ensure compliance is upheld on work requests and projects. The Officer will be responsible for requisitioning on behalf of the TWG team as part of the purchase to pay process.

To ensure the efficient running of the Technical Works Group Office, including record keeping (financial, technical, leave records), general administration, scheduling of trainings and staff briefings, communicating with customers to ensure excellent customer service.

Roles and Responsibilities:

General Administration

Office administration of the Gitanga office. Offering support to the Technical Works Group staff and supervisors.

Maintain a proper filing system for all documents and proper record keeping at the Gitanga office.

Ensure timely delivery of goods and services with the suppliers, escalating when/ where need be.

Administer casual wages, overtime and leave records for the Technical Works Group team.

Assistance to BHC Upper Hill staff visiting the Gitanga office.

Create a property cost file on the Shared Area to account for all TWG spending at each property for labour and materials carried out for Work Requests and refurbishment. This would give a running total of how much each property costs per year for maintenance. Transfer this to the FCDO Planon database when technically possible.

Filing of all the individual Works Requests once the material and labour costs has been recorded.

Create a Register for Day workers detailing names, trade, start date, finish date and pay and keep records of the time the Day worker has worked.

Support colleagues in TWG on how to record leave on internal HERA system.

Lead the team in material request form use ensuring all colleagues use the system appropriately for accurate inventory record keeping.

Customer Service

Support the General Foreman in the efficient distribution of tasks, balancing urgent requests with ongoing preventative maintenance and renovations

Team lead on tracking and updating the internal customer works

request system (Kenquiry) ensuring calls are assigned, followed up on time and customers kept up to date on any changes

Ensure that TWG staff leave works forms in the property making clear what work has been undertaken

Contact customers in advance to ensure they are in the property and will allow access

Use radio/mobile phone communications with all staff working on the various property sites. Pass on messages and take messages.

Report back to the Customer Service Helpdesk on the progress of TWG tasks, allowing the Helpdesk to close calls and update customers.

Line Management

Line Management of: 1 x AA Carpenter and 1 x S1 TWG Driver

Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans

Provide regular constructive conversations setting out upcoming goals, review of recent performance and where the colleague is working well and where there is room for improvement.

Support their work and career development within the High Commission

Line Management:

AA Carpenter

S1 TWG Driver

Essential Qualifications, Skills and Experience

High School Certificate/Diploma with a minimum of 2 years relevant experience or Bachelor degree with a minimum of 1 years of relevant experience.

Administration

IT Literate (Microsoft Word & Excel – expert level)

Knowledge of customer service

Good team player skills

Good communication skills, attention to detail and initiative, as well as good customer service skills

A flexible approach and good team working skills

How to Apply

For more information and job application details, see; British High Commission in Nairobi Technical Works Group Administrative Assistant Jobs in Kenya

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