General Manager – Operations
Job Description
Job Title : General Manager-Operations
Location : Head Office
Division : Operations
Reporting to : Chief Executive Officer
Purpose of the Job
To oversee the Trade Facilitation, Customer Service and ICT functions in the Agency, including but not limited to;
- Development,
implementation, and operationalisation of the Electronic Single Window
System, and information and communication technology support to all
departments and other support functions to enable them serve stakeholders
in a cost-effective and efficient manner;
- Continuous
scanning of the operational environment, identification of business
opportunities and re-engineering of business processes in line with
changes in the dynamic business environment;
- Provision
of business solutions to trade logistics that leverage on ICT to automate
and re- engineer business processes with a view to facilitating effective
implementation of the Electronic Single Window System; and
- Development
and operationalisation of a customer service strategy that entails
adequate engagement and sensitization of diverse stakeholder segments on
the Electronic Single Window System initiative and service delivery
channels that ensure effective service delivery so as to meet the diverse
expectations of the various stakeholder segments all customers
Main Tasks and Responsibilities
- Overseeing
and coordinating the development and implementation of a comprehensive ICT
strategy covering all operations of the Agency;
- Overseeing
and coordinating the development and maintenance of the Electronic
- Single
Window System’s architecture, defining standards and protocol for data
exchange, communications, software and interconnection of the Agency’s
information systems;
- Overseeing
and coordinating he development and maintenance of corporate policies and
standards aimed at maximizing operation of ICT systems;
- Overseeing
and coordinating the conduct of research on emerging Information and
Communication Technologies to ensure appropriate ICT investment in line
with market trends;
- Overseeing
the linkage between external stakeholder technology systems and the Agency’s
ICT infrastructure;
- Overseeing
the evaluation, selection, implementation and maintenance of information
systems, ensuring appropriate investment in strategic and operational
systems;
- Overseeing
and coordinating effective monitoring of the implementation of ICT
strategy to facilitate business transactional processes and enhance the
delivery of services;
- Overseeing
and coordinating the development and monitoring of the approval of annual
operating and capital budgets for information and technology systems;
- Providing
overall leadership and drive towards a culture of innovation and
creativity in seeking ICT solutions to organizational challenges and in
business processes to facilitate efficient and effective trade
transactions;
- Overseeing
and coordinating the timely implementation of the Electronic Single Window
System in Kenya and ensure the business processes meet international
practices;
- Overseeing
and coordinating the monitoring of the entire systems requirements life
circle of Electronic Single Window System to ensure that delivered
solutions meets business needs and adds value to Kenyan and the regional
economies;
- Overseeing
and coordinating the development and implementation of work procedures,
perform training sessions, construct new procedure manuals, institute new
company procedures and take any other important and necessary steps
towards resolving any problems within the business environment;
- Overseeing
and coordinating analysis of important data related to the business such
as business records, operating manuals, business guides and other
pertinent documents and ensure they are up to date and relevant to the
Agency business requirements;
- Overseeing
and coordinating the collection of trade statistics;
- Overseeing
and coordinating the continuous conduct of research on business
development and trade logistics improvements;
- Overseeing
and coordinating the development and operationalization of a customer
service strategy that entails adequate engagement and sensitization of
diverse stakeholder segments on the SWS Change initiative and service
delivery channels that ensure effective service delivery so as to meet the
diverse expectations of the various stakeholder segments all customers;
and
- Overseeing
and coordinating the preparation of Board Papers on Trade Facilitation,
ICT and Customer Service matters.
Contacts
(i) Internal:
- Chief
Executive Officer; and
- General
Manager, Support Services.
(ii) External
- The
Electronic Single Window System Vendor;
- Other
Government Bodies/Agencies using the SWS;
- Stakeholders/Customers;
- Business
Community;
- Relevant
Government Ministries;
- Kenya
ICT Board;
- ICT
Consultants ; and
- Suppliers
of ICT hardware and Software.
Job Specifications
A: Minimum Academic Qualifications
- 1.
Postgraduate degree in either ICT, Operations Management, Economics or
Business Administration from a recognized University.
B: Professional Qualifications
- Postgraduate
Diploma in either ICT, Operations Management or Business Administration;
and
- Postgraduate
Qualification in Customer Service is an added advantage.
C. Membership
- Membership
to relevant professional bodies based on discipline of specialization as
outlined in A above.
D: Work Experience
- At
least 10 years working experience at top management level within an
operational/core-business function.
E: Other Skills and Personal Attributes Required
- Good
organizational skills, analytical and attentive to detail with individual
leadership and interpersonal skills;
- Demonstrable
skills sets in either ICT, Operations, or Business Administration coupled
with administrative and managerial skills;
- An
astute communicator in both oral and written communication;
- Effective
presentation skills;
- Willingness
to work long hours under stretch targets in a fast-paced working
environment ;
- Ability
to work in a team environment and motivate employees under him; and
- Be
computer literate in relevant ICT/Business Development/Customer Service
applications and packages.
General Manager - Support Services
Job Description
Job Title : General Manager-Support Services
Location : Head Office
Division : Support Services
Reporting To : Chief Executive Officer
Supervises : (i) Head of Finance; (ii) Head of HR and Administration; (iii)Head of Strategy & Planning; and (iv) Head of Procurement.
Purpose of the Job
To oversee the Finance, Human Resource and Administrative support functions in the organization, including but not limited to;
- Ensuring
prudent financial management and internal controls by overseeing the
development and implementation of appropriate financial policies,
procedures and systems, so as to ensure integrity, timely service delivery
and value for money for the Agency; and
- Ensuring
availability of adequate and competent staff; staff training and
development; reward management; maintenance of good industrial relations;
and administrative support functions for enhanced service delivery to all
the stakeholder segments of the Agency.
Main Tasks and Responsibilities
- Overseeing
and coordinating the development and operationalisation of the Agency’s
Finance Strategy and Budgets;
- Overseeing
and coordinating the preparation of budgets and providing technical
support/advice to line managers on budgeting;
- Overseeing
and coordinating the preparation of financial policies, procedures and
guidelines;
- Overseeing
and coordinating the development and implementation of Human Resources
Management Strategies that support the Corporate Vision, Mission and
Strategic Objectives of the Agency;
- Overseeing
and coordinating the development and implementation of effective human
resources policies, plans and procedures to guide employment practices;
- Overseeing
and coordinating the development and implementation of appropriate human
resource and succession plans to address the Agency’s present and future
staff needs;
- Overseeing
and coordinating the development of staff Job Descriptions and
Specifications;
- Overseeing
and coordinating the implementation of commensurate compensation and
benefits packages to ensure attraction and retention of qualified and
competent staff;
- Overseeing
and coordinating the development and implementation of sound Performance
Management Systems that facilitate a comprehensive performance contracting
framework for staff at all levels to facilitate effective implementation
of the Agency’s Strategic Plan;
- Overseeing
the development of the Agency’s Pension Scheme in conformity to RBA and
government regulations;
- Overseeing
and coordinating the development and implementation of pre-requisite
occupational health and safety programs with a view to ensuring a
conducive work environment;
- Overseeing
and coordinating the development and institutionalization of an
appropriate performance-based corporate culture that supports the
business;
- Overseeing
and coordinating effective salary administration and reward management,
including administration of staff payroll;
- Overseeing
and coordinating compliance to the Labour Laws and Government regulations;
- Overseeing
and coordinating the outsourcing of support services and effective
supervision of their administration;
- Overseeing
and coordinating the provision of effective and efficient administrative
support services to the entire Agency through proper management of office
services and logistics;
- Overseeing
and coordinating the administrative function in the broader areas of
Transport and Logistics; Document Production; Office logistics and
services;
- Overseeing
and coordinating the provision of back office administrative skills in
document handling and storage, facility security and upkeep, licensing
policies, travel arrangements, accommodation and fleet management;
- Overseeing
and coordinating the design of appropriate administrative systems and
policies and ensuring compliance by the various functional units;
- Overseeing
the Strategy, Planning, Monitoring and Evaluation function;
- Overseeing
all aspects related to the Procurement function; and
- Overseeing
and coordinating the preparation of Board Papers on Finance, Human
Resources and Administration matters.
Contacts
(i) Internal:
- Chief
Executive Officer; and
- General
Manager-Operations.
(ii) External:
- The
Treasury;
- The
Ministry of Labour;
- Relevant
Statutory Bodies in Finance, Procurement and HR.
- Other
relevant Government Officers; and
- Consultants
in Finance and HR.
Job Specifications
A: Minimum Academic Qualifications
- A
Postgraduate degree in Finance, Human Resources or Business Administration
from a recognized University.
B: Professional Qualifications
- Postgraduate
Diploma in Finance, Human Resources Management or Administration.
C. Membership
- Membership
to relevant professional bodies based on discipline of specialization as
outlined in A above.
D: Work Experience
- At
least 10 years working experience at top management level within a support
service function.
E: Other Skills and Personal Attributes Required
- Good
organizational skills, analytical and attentive to detail with individual
leadership and interpersonal skills;
- Demonstrable
skills sets in Finance or strategic HR management practice and
administrative and managerial skills;
- An
astute communicator in both oral and written communication;
- Effective
presentation skills;
- Willingness
to work long hours under stretch targets in a fast-paced working
environment ;
- Ability
to work in a team environment and motivate employees under him; and
- Be
computer literate in relevant Finance/HR applications and packages.
Corporation Secretary and Head of Legal Affairs
Job Description
Job Title : Corporation Secretary and Head of Legal Affairs
Location : Head Office
Department : Legal Affairs
Reporting to : Chief Executive Officer
Supervises : None
Purpose of the Job
To ensure effective and efficient management of Board activities; contract administration; management of the Agency’s legal and regulatory affairs; ensuring compliance to legal and regulatory legislation; drafting and negotiating legal agreements; executing contracts and other instruments for the Agency; secretarial duties and is the principal legal advisor to the Agency.
Main Tasks and Responsibilities
- Provides
legal advice to the Agency;
- Monitors
and reviews regulations governing the operations and ensures compliance
with statutory requirements on a continuous basis;
- Organizes
Board Meetings, and coordinates preparation of agenda including other
documents required for such meetings;
- Prepares
Minutes of the Board Meetings and ensures their circulation;
- Ensures
safekeeping of confirmed and signed Minutes of Board Meetings;
- Provides
advice on all contracts and agreements to be entered into between the
Agency and other parties;
- Handles
the Agency’s litigation functions in liaison with the State Law Office;
attends court as appropriate and ensures the Agency obtains effective
representation as necessary;
- Facilitates
dispute resolution between the Agency and third parties; and
- Ensures
the Agency operates within the Law and advises on compliance issues.
Contacts
(i) Internal:
- Board
Members;
- Chief
Executive Officer; and
- Heads
of Department.
(ii) External:
- Relevant
Government Officers;
- Relevant
Statutory bodies;
- Legal
representatives of other organizations;
- Ethics
and Anti Corruption Commission (EACC)
- Commission
on Administrative Justice; and
- The
Judiciary.
Job Specifications
A: Minimum Academic Qualifications
- Bachelor’s
degree in Law.
B: Professional Qualifications
- Diploma
in Law from Kenya School of Law;
- Advocate
of the High Court of Kenya;
- Commissioner
of Oaths; and
- Certified
Public Secretary - Kenya (CPS-K).
C. Membership
- Member
of the Law Society of Kenya (LSK)
D: Work Experience
- 10
years working experience in a commercial legal environment.
E: Other Skills and Personal Attributes Required
- Excellent
communication skills;
- Interpersonal
skills;
- Ability
to make decisions;
- Ability
to work under extreme pressure;
- Ability
to work under strict deadlines;
- High
level of Integrity;
- Self-motivated/personal
drive;
- Ability
to maintain confidentiality and good decision making; and
- Computer
literacy in MS Office.
Head of Human Resources and Administration
Job Description
Job Title : Head of Human Resources and Administration
Location : Head Office
Department : Human Resources and Administration
Reporting to : General Manager, Support Services
Supervises : (i) HR Officer;(ii)Administration Officer; and (iii)Training Officer
Purpose of the Job
To formulate appropriate human resources management and administrative strategies, policies and programmes which will contribute to creation of an enabling work environment for employees of the Agency to enable them effectively apply their skills and competencies towards achievement of the organization’s mandate.
The function will also provide professional advice to the Agency
that facilitates adoption and application of best practices in Human Resources
Management and general administration.
Main Tasks and Responsibilities
- Develops
and implements Human Resources Management Strategies that support the Corporate
Vision, Mission and Strategic Objectives of the Agency;
- Facilitates
the development of effective human resources policies, plans and
procedures to guide employment practices;
- Facilitates
the development and implementation of appropriate human resource and
succession plans to address the Agency’s present and future staff needs;
- Develops
Job Descriptions and Specifications;
- Plans
and conducts orientation of new employees to foster positive attitude
towards organizational objectives;
- Ensures
implementation of commensurate compensation and benefits packages to
ensure attraction and retention of qualified and competent staff;
- Develops
and implements sound Performance Management Systems that facilitate a
comprehensive performance contracting framework for staff at all levels to
facilitate effective implementation of the Agency’s Strategic Plan;
- Designs
efficient and cost-effective recruitment and selection procedures and
tools to ensure acquisition of the necessary talent;
- Undertakes
Training Needs Assessment (TNA) to determine the relevant and effective
staff training and development needs, and implements appropriate training
programmes;
- Develops
the Agency’s Pension Scheme in conformity to RBA and government
regulations;
- Develops
and implements pre-requisite occupational health and safety programmes
with a view to ensuring a conducive work environment;
- Develops
HR policies and procedures manual;
- Ensures
relevant grievance handling procedures are in place;
- Ensures
an elaborate skills inventory and records management framework is in place
to facilitate availability of information on real time basis;
- Facilitates
the development and institutionalization of an appropriate performance
based corporate culture that supports the business;
- Ensures
effective salary administration and reward management, including
administration of staff payroll;
- Ensures
compliance to the Labour Laws and Government regulations;
- Provides
effective and efficient administrative support services to the entire
Agency through proper management of office services and logistics;
- Leads
and directs the administrative function in the broader areas of Transport
and Logistics; Document Production; Office logistics and services;
- Provides
back office administrative skills in document handling and storage,
facility security and upkeep, licensing policies, travel arrangements,
accommodation and fleet management;
- Designs
appropriate administrative systems and policies and ensures compliance by
the various functional units; and
- Manages
and ensures effective maintenance of fixtures, furniture’s and equipments.
Contacts
(i) Internal:
- General
Manager, Support Services;
- Heads
of Departments; and
- All
members of staff.
(ii) External:
- Government
Officers;
- HR
Consultants and training service providers;
- HR
Officers in other state corporations;
- NSSF,NHIF
and RBA;
- HELB;
and
- Learning/Training
institutions and the Directorate of Industrial Training (D.I.T)
Job Specifications
A: Minimum Academic Qualifications
- Masters
Degree in Human Resources Management or its equivalent from a recognized
University.
B: Professional Qualifications
- Post-graduate
diploma in Human Resources Management.
C. Membership
- Membership
to the Institute of Human Resource Management (K) or its equivalent.
D: Work Experience
- At
least ten (10) years’ experience in Human Resource and administration,
seven (7) of which should be at senior management level.
E: Other Skills and Personal Attributes Required
- Good
organizational skills, analytical and attentive to detail with individual
leadership and interpersonal skills;
- Demonstrable
skills set in strategic HR management practice and administrative and
managerial skills;
- An
astute communicator in both oral and written communication;
- Effective
presentation skills;
- Willingness
to work long hours under stretch targets in a fast-paced working
environment;
- Ability
to work in a team environment and motivate employees under him; and
- Be
computer literate in relevant HR applications and packages.
Head of Information and Communication Technology (ICT)
Job Description
Job Title : Head of Information and Communication Technology(ICT)
Location : Head Office
Department : Information and Communication Technology(ICT)
Reporting to : General Manager, Operations
Supervises : (i)Data Centre Manager; (ii)Infrastructure Manager; and(iii)Applications Manager
Purpose of the Job
To develop, implement, and operationalise the electronic Single Window System, and information and communication technology support to all departments and other support functions within the Agency to enable them serve stakeholders in a cost-effective and efficient manner.
Main Tasks and Responsibilities
- Ensures
the development and implementation of a comprehensive ICT strategy
covering all operations of the Agency;
- Develops
and enforces policy and procedures to ensure the protection of the
Agency’s IT assets as well as the security and privacy of information;
- Develops
and maintains the systems architecture, defining standards and protocol
for data exchange, communications, software and interconnection of the
Agency’s information systems;
- Oversees
the running and maintenance of Enterprise Resource Planning (ERP).
- Develops
and maintains corporate policies and standards aimed at maximizing
operation of ICT systems;
- Approve,
coordinate and control all projects related to selection, acquisition,
Development and installation of major information systems for the Agency;
- Undertakes
research on emerging information and communication technologies to ensure
appropriate ICT investment in line with market trends;
- Assures
functionality of operating systems, network and applications software for
effective communication and puts in place measures which ensure security,
privacy and integrity of ICT infrastructure and processes;
- Customizes
ICT systems into an interactive infrastructure which enables faster access
to data, information and the sharing of ICT resources by users;
- Maintains
and/or develops comprehensive databases to provide trade statistics and
other information on real-time basis for both internal and external uses;
- Oversees
the Development and implementation of ICT systems’ security strategies,
policies and procedures as well as the integrity and availability of data;
- Ensures
that all information systems and networks operate according to internal
standards as well as external accrediting agency standards, regulatory
agencies and legal requirements;
- Developing
and monitoring the approved annual operating and capital budgets for
information and technology systems;
- Leads
and drives a culture of innovation and creativity in seeking ICT solutions
to organizational challenges and in business processes to facilitate
efficient and effective trade transactions; and
- Ensure
effective disaster management and recovery strategies and policies are in
place; Contacts
(i) Internal:
- General
Manager, Operations; and
- All
Heads of Departments.
(ii) External
- The
Electronic Single Window System Vendor;
- Other
Government Bodies/Agencies using the NESWS;
- Relevant
Government Ministries;
- Kenya
ICT Board;
- ICT
Consultants ; and
- Suppliers
of ICT hardware and Software.
Job Specifications
A: Minimum Academic Qualifications
- Bachelor’s
Degree in Computer Science, IT, Engineering or Information Systems from a
recognized University; and
- 2.
Master’s Degree in any of the above disciplines is an added advantage.
B: Professional Qualifications
- Post-graduate
diploma in ICT or a relevant discipline;
- IT
Management Certification in hardware or software (MCSE, MCCP, ITIL,
Prince, PMP and/or, CISA) from a recognized body; and
- Proficiency
in leading edge computing technology, programming, and practical knowledge
of Oracle and SQL databases.
C: Membership
- Membership
to relevant ICT professional bodies;
D: Work Experience
- At
least 10 years’ working experience in a relevant ICT environment.
E: Other Skills and Personal Attributes Required
- Knowledge
of Government Information System (GIS), MS SQL, or Oracle DBA
Architecture;
- Knowledge
of a Quality management systems (ISO) is desirable;
- Knowledge
in Enterprise Resource Planning (ERP) management;
- Self-motivated,
organized and efficient individual;
- Ability
to work in a team environment and motivate employees under him; and
- Excellent
communication and interpersonal skills.
Head of Procurement
Job Description
Job Title : Head of Procurement
Location : Head Office
Department : Procurement
Reporting To : General Manager – Support Services
Supervises : Procurement Officer
Purpose of the Job
Responsible for the efficient and effective management of the supply chain function in the Agency while ensuring good governance practices and compliance to the Public Procurement regulations.
This includes procurement of goods works and services, disposal
of obsolete unserviceable and surplus stores, inventory management and contract
management; coordinating all procurement activities thereof and coordinating
the internal monitoring and evaluation of the supply chain function.
Main Tasks and Responsibilities
- Development,
facilitation, implementation, monitoring & review of procurement
plans;
- Developing
and streamlining the procurement function in line with and in compliance
with Public Procurement Act 2005;
- Providing
leadership and ensuring efficient and effective management of staff and
resources in the procurement function;
- Coordinating
the preparation of tenders for advertisement ,opening and evaluation;
- Developing
mechanisms and tools to monitor expenditure and spearhead cost reduction
in the procurement initiatives in all divisions in the Agency by
implementing cost effective inventory holding levels;
- Formulating
a sourcing strategy for services and product purchases in accordance with
market trends and the Agency’s budgetary limits;
- Developing
procurement targets and a forecasted procurement plans that will be
integrated in the annual budget to facilitate local and international
purchases;
- Adopting
a total cost of ownership approach in the development and evaluation of
all materials in the tendering process;
- Maximizing
staff performance through setting of objectives, appraisals, review and
feedback;
- Coordinating
preparation of the Agency’s Annual Procurement Plans;
- Preparing
and submitting to the PPOA Quarterly procurement plans as required; and
- Act
as the Secretary to the Corporation Tender Committee and the Disposal
Committee.
Contacts
(i) Internal:
- Board
Members;
- Chief
Executive Officer; and
- Heads
of Department.
(ii) External:
- Relevant
Government Officers; and
- Relevant
Statutory bodies;
Job Specifications
A: Minimum Academic Qualifications
- Bachelor’s
Degree in Commerce, Supply Chain Management, Economics, Business
Administration, Operations Management or a relevant field from an
accredited University;
- Masters
Degree in Business Administration Accounting, Finance or economics; and
- Post
Graduate Diploma in Procurement/Supply Chain Management.
B: Professional Qualifications
- Post-graduate
diploma in Procurement.
C. Membership
- Membership
to a relevant professional body.
D: Work Experience
- At
least ten (10) years’ experience in procurement, seven (7) of which should
be at senior management level in a large Public Service/Private Sector
E: Other Skills and Personal Attributes Required
- Demonstrated
ability to drive organizational value through the implementation of
appropriate and diligent organizational procurement practices;
- Demonstrated
personal integrity ,and problem solving, analytical, attention to
essential detail ,planning and organizing skills;
- Excellent
presentation ,oral and written communication skills;
- Familiarity
with the Public Procurement Act;
- Ability
to make critical and timely decisions in a highly sensitive environment;
- Willingness
and ability to work long hours under stretch targets in a fast paced
working environment;
- Excellent
interpersonal, presentation, oral and written communication; and
- Must
be computer literate and able to work with relevant procurement
applications.
Applications clearly indicating the position applied for and
attaching a detailed CV, copies of certificates and testimonials must reach us
not later than Monday 14th May 2012, and should be addressed to:-
The Executive Search, Selection & Placement Division
Eliud &Associates (E&A)
4th Floor - Consolidated Bank House, Koinange Street
P.O. Box 9483-00100 Nairobi
Tel: 020-2243623/5
Applications can also be sent electronically to:eliud@eliudassociates.co.ke
The Executive Search, Selection & Placement Division
Eliud &Associates (E&A)
4th Floor - Consolidated Bank House, Koinange Street
P.O. Box 9483-00100 Nairobi
Tel: 020-2243623/5
Applications can also be sent electronically to:eliud@eliudassociates.co.ke