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Facilities / Administration Officer Job in Nairobi Kenya

Facilities / Administration Officer
Location: Nairobi
Industry: Insurance
Our client, one of the largest insurance groups in the East African region, with well established insurance operations in Kenya, Uganda and Tanzania as well as leading subsidiaries in fund management and corporate trusteeship, seeks to recruit a Facilities / Administration Officer. 

The main responsibility will be to provide effective, efficient and timely administrative and logistical support to facilitate smooth operations across the business and enhance high quality internal customer service. 

Only male candidates should apply.

Duties and Responsibilities
  • Managing the company’s filing systems and facilities including monitoring adherence to the set policies and guidelines on filing, archiving and storage of records.
  • Actively drive health and safety matters and chair the OHSA (Occupational Health & Safety Act) Committee
  • Fleet management – ensuring a fleet of 15 vehicles are replaced as and when necessary, maintained, monitoring drivers performance, tracking fuel consumption etc
  • Efficient management of the company’s mail handling system.
  • Ensuring that the contracted service providers deliver quality service including adherence to service level agreements or contracts. 
  • Negotiating for and maintaining valid insurance cover for all Company assets, employee personal accident and other Company liabilities. 
  • Ensuring the efficient management of company mail service, reception services and telephone services.
  • Liaising with the property managers and caretakers of buildings we occupy to ensure speedy repairs and maintenance of equipment, installations and fixtures.
  • Ensuring compliance with the Occupational Safety and Health Act 2007 and the Energy Act 2012.
  • Negotiating with landlords for cost effective leases and service contracts; retain leases and service contracts in secure storage.
  • Ensuring timely payment of the company’s rents and statutory fess, county and municipal council licenses.
  • Maintaining comprehensive inventory of office furniture and regularly carrying out audits to establish location and condition of office furniture; advising on obsolete stock.
  • Drawing up and monitoring annual budgets for administration-related services and facilities.
Skills & Abilities:
  • University degree in any social science or equivalent qualification.
  • A minimum of 4 years’ experience in administration, 2 of which must be at a senior position.
  • Thorough knowledge and familiarity with the Occupational Safety and Health Act 2007 and the Energy Act 2012.
  • Experience in fleet management
  • Ability to manage a team of about 20 staff and have a demonstrable track record in leading teams to achieve superior performance.
  • Good working knowledge of property management
  • Meticulous and with an eye for detail; able to work under pressure and good at multitasking.
  • A go-getter, sensitive about delivering on expectations.
  • Self-driven and able to work with minimal supervision.
  • Be proactive, responsible and a hands on person.
  • A high sense of personal integrity.
  • Must have the ability to maintain direct reports’ work schedules including assignments, job rotations, training and leave.
To apply, send your CV and cover letter only to before close of business 10th July 2015. 

Clearly indicate the position applied for on the subject line.

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