EPZA Assistant Manager, Administration Jobs in Kenya

EPZA Assistant Manager, Administration Jobs in Kenya

Job Purpose

Responsible for planning, coordinating, directing and managing all physical assets in the Authority
while ensuring compliance with legal and other requirements of recognized operational standards
and the Authority’s commitment to the service charter.

Key Responsibilities / Duties / Tasks

Managerial / Supervisory Responsibilities

Participate in development of the Administration Section Work plan and budget;

Prepare monthly, quarterly and annual sectional reports

Mentor and coach staff in the Administration Section

Participate in the implementation of the performance management system in the section.

Participate in departmental meetings

Participate in committee meetings as appropriate

Operational Responsibilities / Tasks

Coordinate the implementation of administrative policies outlining key activities to be undertaken, resource requirements, performance measures and indicators as well as expected outcomes

Automate Administrative function for monitoring, tracking and controlling operating costs administration section as well as maintaining up-to-date inventory of equipment including motor-vehicle transport pool.

Assess potential organizational risks against the organization including, tools, equipment,
machinery and motor-vehicles and conduct negotiations to secure insurance policy cover in
line with the prescribed regulations

Supervise the provision of office services, comprising cost-effective mail collection and delivery system; front office reception service; ablution and refreshments facilities; as well as office security

Develop, implement and monitor plan for preventive maintenance and repair of the Authority’s motor vehicles, equipment, machinery including physical infrastructure in order to ensure that such facilities are in a proper working condition

Coordinate the repair and maintenance of equipment, machinery, motor-vehicles in authorized workshops against approved requisitions and job cards. Follow-up to ensure that repairs are made to the highest standards of quality and within budget limitations

Coordinate and implement safety policies and systems to protect infrastructural facilities and
installations including equipment, machinery and property against theft, fire, equipment malfunctions and vandalism.

Coordinate and implement guidelines outlining health and safety measures aimed at protecting
staff from accidents and hazards and ensuring compliance with health and safety regulations.

Prepare reports of irregularities, such as property damage, leaking pipes, theft, fire or any
other occurrence that causes damage to the Authority’s assets.

Oversee the development, implementation and maintenance of a sustainable records storage
plan;

Ensure the integration and implementation of a comprehensive Electronic Document
management System (EDMS) in the entire organization

Develop and manage an effective and efficient transport management system for the organization;

Develop specifications for the purchase of all capital items and for the maintenance contracts
for the Administration buildings, office equipment and office services;

Administer

all repair service and maintenance contracts and ensure that all EPZA Buildings,
office equipment and office services are properly maintained and operate efficiently;

Advise management on the items that are old, expensive to maintain and/or obsolete for
disposal;

Ensure that in its activities the division adheres to ISO, OSHA, and other international
Standards that the organization has been certified.

Job Dimensions:

Financial Responsibility:

Development of the Section’s Work plan and budget;

Efficient utilization of consumables in the Authority including out sourced services.

Responsibility for Physical Assets

Responsible for physical assets assigned by the institution;

Responsible for the physical assets in Administration buildings

Decision Making:

Plans the work of subordinates

Assigns work to subordinates

Monitors subordinates work performance

Appraises/evaluates subordinates performance

Working conditions:

Work predominantly within the office

Job Competencies (Knowledge, Experience and Attributes / Skills)

Academic Qualifications

Masters degree in any of the following disciplines:- Public Administration; Business
Administration; Office Management or equivalent qualification from a recognized institution;

Bachelors’ degree in any of the following disciplines:- Public Administration; Business Administration;

Professional Qualifications / Membership to professional bodies

Office Management or equivalent qualification from a recognized institution; and

Management course lasting not less than two (4) weeks from a recognized institution;

Member to relevant professional body

Certificate in computer proficiency and Records Management from a recognized institution;

Meets the provision of chapter six of the Constitution.

Previous relevant work experience required

Have nine (9) years’ experience with three (3) years’ experience as Principal Administration Officer for a minimum period of three (3) years in the public service or in a reputable organization;

Functional Skills:

• Strong planning and organization skills
• Conflict resolution skills
• Capacity building and coaching skills
• Public speaking & PR skills
• Computer/ICT skills

Behavioral Competencies/Attributes:

• Leadership skills
• Ability to drive change and innovation
• Human relations & interpersonal skills
• Team building and motivational skills
• Negotiating, facilitating and influencing skills

How to Apply

For more information and job application details, see; EPZA Assistant Manager, Administration Jobs in Kenya

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