Job title: Administration Officer (Policy)
Line Manager / Supervisor:Procurement and Administration Manager
Duration of contract: 4 years
Direct reports: None
Department: Corporate Services
Location: Nairobi
Job summary
The job holder is expected to deal with the policy angle of TradeMark East Africa’s (TMEA) administration operations, ensuring compliance across a range of issues.
As TMEA is a fairly new organisation, skill is needed to ensure that policies and operations are crystal clear and that those policies are consistently interpreted and implemented fairly and equitably.Line Manager / Supervisor:Procurement and Administration Manager
Duration of contract: 4 years
Direct reports: None
Department: Corporate Services
Location: Nairobi
Job summary
The job holder is expected to deal with the policy angle of TradeMark East Africa’s (TMEA) administration operations, ensuring compliance across a range of issues.
TMEA requires a forward thinking individual who spots the need for new guidance or policies well in advance.
The jobholder will have the specific responsibility of bridging the distances between country offices, through ensuring the quality of service delivery is consistent, efficient and responsive and most importantly, seamless.
Roles and responsibilities
- Draft an SLA for the admin team setting out all activities with clear turnaround times
- Maintain leases of all country offices and ensure prompt rent payment
- Work on converting all Heads of Terms into final lease documents
- Handle all country office building issues which cannot be dealt with at the office level, such as refurbishment of existing premises or setting up of any new offices
- Checking of imprest (petty cash) expenditure returns from country offices and submit them to the Finance Department for top up
- Management of Assets across all country offices, ensuring that the Asset Register is always current and all assets are tagged and system for monitoring movement is in place
- Ensure correct treatment of assets purchased on behalf of recipients/ partners
- Prepare Business Continuity Plans for all country offices
- Liaise with building authorities to ensure that there are clear evacuation plans and that all Health and Safety aspects for all TMEA staff are adequately covered
- Ensure that existing policy documents are revised to take into account any changes
- Assume responsibility for any new policies from drafting to final approval & communication.
- Specific policies requiring development are CSR, Code of Ethics,
- Ensure the relevant parts of the Policy and Procedures Manuals are kept up to date and that staff adhere to those principles
- Co-ordinate the regular updating of marker hotels across all countries
- Develop a TMEA Carbon Neutral document, that aims to make TMEA a greener organisation
- Manage the Travel Company Contract
- Prepare a detailed budget for the Administration Team, which included who is responsible for respective budget lines and the process for incurring expenditure
- Produce regular financial forecasts and reports
- Participate in regular team meetings and provide updates on issues of interest
Organisational positioning
CEO
-> Corporate Services Director
-> Procurement and Administration Manager
-> Administration Officer
Academic and professional qualifications
CEO
-> Corporate Services Director
-> Procurement and Administration Manager
-> Administration Officer
Academic and professional qualifications
- Undergraduate Degree
Work experience
- At least 5 years experience in a busy development-oriented work environment
- Specific experience in managing diverse teams across geographical boundaries
- Distilling needs from wants and seeking cost-effective and efficient solutions
Additional skills
- A self motivated individual who requires minimal supervision
- Ability to proactively identify gaps and provide solutions for filling them
- A good team player
- Good oral and written communication skills which are essential
- Ability to successfully interact with both senior and junior colleagues and interlocutors
The deadline is Tuesday February 15, 2011 at 5pm.
You can also visit www.kenyanvacancies.com for more jobs
