Summary
Date Posted: Tuesday, April 11, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Job Title: Assistant Manager, Administration
Grade: EPZA 4
Ministry /Corporation: Export Processing Zones Authority
Directorate: Finance, Human Resource and Administration
Department: Human Resource & Administration
Division: N/A
Section / Unit: Administration
Location / Work station: EPZA Headquarters with possible travel to other work stations

Reporting Relationships
Reports to: Manager, Human Resource and Administration
Direct reports: Principal Administration Officer Senior Administration Officer
Indirect reports: All other staff in the Administration Section

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: Behavioral Competencies/Attributes:
• Strong planning and organization skills
• Conflict resolution skills
• Capacity building and coaching skills
• Public speaking & PR skills
• Computer/ICT skills
• Leadership skills
• Ability to drive change and innovation
• Human relations & interpersonal skills
• Team building and motivational skills
• Negotiating, facilitating and influencing skills

Remuneration
Minimum basic Salary Kshs. 75,731.00, Maximum basic salary Kshs. 270.000.00.
Total allowances Kshs. 77,400.00


Work Hours: 8

Experience in Months: 108

Level of Education: Bachelor Degree

Job application procedure
Suitably qualified candidates should apply online in confidence using the GOOGLE FORMS and clearly indicate the Job Reference and the job applied for. Below please find the job Application link
https://docs.google.com/forms/d/e/1FAIpQLScXNAiaeh5tjrwGysxavTSt-9sbfwU0B3IK8nAnqKUtw6XVLA/viewform?usp=sharing 
Candidates should also attach a detailed curriculum vitae, copies of academic and professional certificates, testimonials and National Identity Card.

Additional Requirements
Successful candidates will be expected to fulfil the requirement of Chapter Six of the Constitution by providing originals of the following documents;
• Police Clearance Certificate from the Directorate of Criminal Investigations;
• Clearance/Compliance Certificate from Higher Education Loans Board (HELB);
• Tax compliance Certificate from Kenya Revenue Authority;
• Clearance from the Ethics & Anti-corruption Authority (EACC) and
• Clearance from Credit Reference Bureau (CRB).

All applications should be filled and submitted not later than, 1st May 2023 at midnight East Africa Time.

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