Purpose of the Job: To implement activities of supportive services of the Agency, such as record-keeping, mail distribution, telephone services, receptionist/operator services, facilities management, transport management, registry services, ensure a conducive work environment, office reception and general welfare.
Duties & Responsibilities
Drafting relevant policies and procedures that are instrumental in the operations of the Administration Section and ensuring the effective implementation of approved policies
Drafting of the Administration Unit Annual work plan and Implementation of Performance contract targets relating to Administration Function
Daily coordination of Transport Facilities and services (work tickets, vehicle cleaning, repairs and maintenance, allocation, insurance, fuelling, accident handling etc)
Facilities management (repair & maintenance, management of lease agreement, office space planning, furniture layout, photocopying and printing facilities, office parking slots, washrooms, lighting, air circulation etc)
Work environment management in liaison with contractors & service providers (cleanliness, fumigation, emergency procedures, fire protection/safety, and waste management)
Ensure effective functioning of the main office reception and the office telephone exchange systems
Efficient staff welfare services such as office tea, drinking water, washroom facilities
Oversee implementation of service provider’s contracts (cleaning, courier, outside catering)
Providing feedback, direction and guidance; answering questions; and recommending and/or implementing administration actions.
Improves administration effectiveness and support service quality by devising new methods updating procedures and evaluating system results with users.
Undertake such other duties as may be reasonably required and which are consistent with the level of responsibility of this job role.
Qualifications & Experience
Bachelor’s degree in Business Administration, Commerce, Social Sciences or related field from a recognized Institution
Higher National Diploma in relevant field from a recognized institution.
At least 4 (four) years relevant work experience in a similar position.
Experience in public Sector institution desirable.
Conversant with office Security Management, Transport Management & Facilities Management.
Familiarity with public sector performance contracting process desirable
Knowledge of Fleet management, Facilities management & Records/Registry Management principles
Health & Safety procedures
Knowledge of principles and practices of administration in the areas of planning, organizing and directing including supervision.
Excellent, interpersonal and communication skills including report writing and presentation skills
Ability to work within stringent deadlines and to multitask
Excellent organizational and decision making skills
Qualifications & Responsibilities
Bachelor’s degree in Purchasing & Supplies, Commerce, Business Management , Social Sciences or related field form a recognized Institution
Professional Qualifications with Chartered Institute of Purchasing & Supply (CIPS)
Membership to the Chartered Institute of Purchasing & Supply (CIPS)/ the Kenya Institute of Supplies Management (KISM) or relevant professional institution
Four (4) years’ relevant work experience in a progressively senior level
Competence in undertaking Public Sector procurement activities
Conversant with the Public Procurement Act, 2005 & Procurement Regulations, 2006.
Proficiency in Microsoft Office Suite
Excellent communication and interpersonal skills
Excellent negotiation, report writing and presentation skills
High levels of personal integrity and professionalism
Ability to meet strict deadlines and work with minimum supervision
Qualified and Interested candidates are requested to submit their applications, Curriculum Vitae, copies of certificates & testimonials, email and telephone contacts including names, telephone and email contacts of three (3) referees who must be familiar with the candidates previous work experience.
Applications should be addressed as detailed below and be sent by post, hand delivery or email so as to be received not later than 5.00pm onFriday, 26th July 2013.
The Chief Executive Officer
Kenya Trade Network Agency
1st Floor, Embankment Plaza Longonot Rd - Upperhill
P.O. Box 36943-00200
Nairobi
Email: vacancies [at] kentrade.go.ke
KENTRADE is an Equal Opportunity Employer
Canvassing will lead to automatic disqualification
Only shortlisted candidates will be contacted.
