Deadline of this Job: 04 January 2023
JOB DETAILS:Job Reference No. - MCPSB/12/2022/004
Duties and Responsibilities
• Facilitating maintenance of infrastructure and facilities;
• Overseeing transport management;
• Planning and coordinating office accommodation;
• Overseeing development and updating of office equipment and furniture inventory:
• Overseeing facilitation of meetings, conferences and other special events;
• Supervising general maintenance of buildings and furniture,
• Supervising provision of security and office services;
• Supervising records management and messengerial services within various departments; and
• Managing premises, assets and insurance policies;
Requirements for Appointment
For appointment to this grade, an officer must have: -
• Served in the grade of Senior Administration Officer/Senior Ward Administrator for a minimum period of three (3) years;
• Bachelors degree in any of the following disciplines: - Public Administration; Business Administration/Management, Community Development or any other Social Science from a recognized institution;
OR
• Diploma in any of the following disciplines: - Public Administration; Business Administration/Management, Community Development or any other Social Science; plus, a supervisory management course or equivalent qualification from a recognized Institution;
• Administrative officers’ examination (PSCK);
• Certificate in computer applications from a recognized institution; and
• Demonstrated merit and ability as reflected in work performance and results
Deadline of this Job: 04 January 2023
JOB DETAILS:Job Reference No. - MCPSB/12/2022/003
Duties and Responsibilities
• Organization, direction, control and coordination of the functions of administration and public service in the office of the Governor.
• Initiating development of the appropriate County Departmental policies, legal and institutional frameworks for the implementation of the mandate of administration and public service.
• Handling administrative matters and manage inventories of the administrative tools, equipment and other required assets related to the department.
• Preparation of departmental plans and budgets.
• Ensuring strict compliance with all financial, budgetary and procurement procedures.
• Ensuring timely, efficient communication and coordination of administration and public service departmental affairs.
• Interpreting and applying National and County laws and other related statutes in line with the County goals and objectives.
• Any other duties as may be assigned from time to time.
Requirements for Appointment
For appointment to this grade an officer must;
• Hold a degree in Social Sciences or its equivalent from a recognized institution.
• Hold a skills management certificate and;
• Shown merit and ability in work performance and results
• Master’s degree from a university recognized in Kenya will be an added advantage
Deadline of this Job: 09 January 2023
JOB DETAILS:Key Requirements
• Keep up to date assets register and share reports on assets movement on quarterly basis.
• Carry out annual physical assets count and provide detailed analysis of assets condition, variances and other related issues to the supervisor.
• Keep the working environment tidy and clean.
• Ensure general cleaning is carried out once every month.
• Coordinate for scheduled staff meetings; keep attendance registers and meeting minutes.
• Document office related incidents and report to the supervisor appropriately.
• Prepare procurement plans for office consumables/ stationery and manage their usage.
• Keep up to date records of office consumables/stationery usage.
• Renewal of all company licenses- Trading licenses, fire prevention licenses, registration of a work pace, advertising licenses, motor vehicle licenses and inspection.
• Managing petty cash for all branches.
• Updating all staff attendance register for all branches.
• Payment of all utility bills- Electricity, water, airtime and internet.
• Receive and screen phone calls appropriately.
• Ensure staffs travel and accommodation while on official duty is well coordinated.
• Provide to finance sufficient support documents for travel and hotel invoices.
• Initiate procurements of goods and services in a timely manner.
• Keep up to date procurement status reports.
• Provide sufficient support documents to finance teams on all procurements carried out.
• Work with Finance teams to ensure supplier payments are communicated to them with complete details of the bills being processed.
• Staff biometric registration and removal.
• PA to managing director.
Qualifications
• Relevant bachelor’s degree.
• Must have a minimum CPA II.
• Must have 3 years of experience as an office administrator and management.
• Excellent problem-solving skills with strong energy, enthusiasm and confidence.
• Self-motivated and proactive and has ability to work to meet deadlines.
• Flexibility and adaptability.
• Good organizational skills and attention to detail.
• Integrity, confidentiality and trustworthiness.
• Good communication skills
Deadline of this Job: 09 January 2023
JOB DETAILS:Responsibilities:
• To oversee and agreeing contracts and providers for services including, but not limited to security, cleaning, catering, classrooms etc.
• To supervise multi-skilled craftsmen of staff including electricians
• To ensure that basic facilities, such as water is well-maintained
• To manage budgets and ensuring cost-effectiveness within the school’s operations
• To ensure that facilities meet government regulations and environmental, health and security standards
• Advising businesses on increasing energy efficiency and cost-effectiveness
• To be responsible for the overall security arrangements of the premises including ensuring that staff are aware of the procedures on security and the use of alarm systems
• To ensure the standards of cleanliness are high, and that the cleaning contract is value for money
• To draw up maintenance schedules and set routine programmes of work for maintenance staff to ensure consistently high standards of hygiene, cleanliness, upkeep and safety of all school buildings and premises
• To be responsible for the upkeep of playing fields, gardens, all weather surfaces and to ensure the maintenance of boundaries, footpaths, roads, and rights of way within the school premises
• To ensure that all statutory elements of health and safety are implemented and undertaking responsibility for monitoring first aid and emergency supplies
• Maintaining the premises in a safe and healthy condition and to a high standard
• To monitor the safe storage and control of any potentially harmful materials and chemicals used within the school and ensure that such materials are appropriately marked and signposted
• To be responsible for all aspects of the school’s risk management, including ensuring all necessary risk assessments are completed and the necessary checks are in place to meet all audit requirements
• To be responsible for the planned and ad hoc maintenance and upkeep of the premises and equipment including the required safety checks. To liaise with the Procurement Department and contractors as required
• To be the client side link with contracting staff, contribute to specifications, monitoring and review of all major contracts and services and to undertake appropriate administrative processes for specifying and letting minor contracts in accordance with established guidelines
• To liaise with various Heads of School and Heads of Departments to assist with their operational needs
• To be responsible for ensuring the safe and efficient operation of all premises-related mechanical, electrical, heating services and other plant, including ensuring the completion of all annual portable appliance testing, monitoring, and recording of meter readings/returns as require
• Any other duty as assigned from time to time
Education - Minimum:
• Bachelor degree in relevant field
Deadline of this Job: 21 January 2023
JOB DETAILS:The Regional Office for Africa helps to implement UNEP's Regional programs in Africa by initiating, coordinating and catalysing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies.
Responsibilities
This position is located in the UNEP Regional Office for Africa at the Nairobi duty station. Under the direct supervision of the Senior Administrative Assistant, the incumbent will be responsible for the following duties:
Human Resource Management:
• Acts as alternate human resources focal point for the Africa Office; assists with coordination of actions related to the administration of the Africa Office's human resource activities, e.g., recruitment, placement, promotion, contract renewal, the orientation of new staff, separation of staff members, mandatory and other training, ensuring consistency in the application of UN rules and procedures.
• Raises shopping carts for Consultants and Individual Contractors creates Service Entry Sheets to record services rendered and submits payment requests for disbursement; assists to oversee the maintenance of vacancy announcement files and keeping track of the status of recruitment processes.
• Assists to follows up on the timely completion of performance appraisal documents at the various stages in the process and ensures reporting compliance.
Requisition and Contract Administration:
• Assists to coordinate various activities related to the acquisition of goods and services for the office, e.g., consolidation and review of the acquisition plan, monitoring of contract availability, ensuring compliance with, and consistency in, the application of UN regulations, rules and procedures.
• Reviews the requirements in form of specifications, Statements of Work, or Terms of Reference as well as associated evaluation criteria for completeness.
• Raises shopping carts for the acquisition of goods and services, creates Service Entry Sheets to record services rendered and submits payment requests for disbursement; raises low-value acquisition POs and follows the entire process through to completion, up to the payment of invoices; accepting goods, services or works delivered by vendors, and create R&I reports in Umoja.
• Leads contract management duties including vendor performance evaluation, when appropriate, in coordination with the end-user, if applicable.
General Administration:
• Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence; maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic); ensure correct tracking of all Africa Office equipment and fixed assets in a timely manner, and ensure all relevant equipment is covered by the relevant insurance policy.
• Maintains, on an ongoing basis, the list of intangible property, including active subscriptions and licenses, mobile lines, landline extensions, among others, ensuring timely renewal or deactivation.
• Acts as Travel Administrator for non-staff personnel and creates travel requests and expense reports in accordance with the UN regulations, rules, and processes.
• Assists in planning and implementing physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordination of seminars and other events, among others.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making;
• Assists with visualizations and updating information material such as web pages or brochures.
• Perform other tasks as assigned.
Competencies
PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources.Ability to perform analysis, modeling and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
• High school diploma is required. Supplementary training in business Administration, Project management or related field is desirable. Completion of mandatory UN procurement courses is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
• The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
• A minimum of five (5) years of progressive experience in administrative work, finance, accounting, audit, human resources, procurement and/or programme support or other substantive areas is required.
• Experience working with organizational Enterprise Resource Planning (ERP) – Umoja systems is desirable.
• Experience working at the United Nations or other international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.