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Administration Manager Job in Nairobi, Kenya

Job Title: Administration Manager
Job Code: AM/CP/170926
Number of Positions Open: 1
Reports To: Director
Location:  Nairobi, Kenya

Closing Date:  Open Until Filled

Summary: Our client is a global and diversified healthcare leader, discovers, develops and distributes therapeutic solutions focused on patients’ needs.

Job Summary: The Administration Manager is responsible for directing and coordinating office activities and operations to ensure operation efficiency and effectiveness. 

The job holder is also tasked with supervision, work allocation and performance management of the administrative staff.

Primary Responsibilities:
·                     Maintain office supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies.
·                     Coordinating Health, Safety and Environmental audits.
·                     Manage the contract with the Company appointed medical provider; coordinating staff treatment, follow up on payments with insurance.
·                     Accurate and timely payments of the utility bills such as electricity, internet, water, phone, mobile phone, etc. in both the staff houses and office premises, and advising the finance department, in order to avoid any disconnection
·                     Responsible for work allocation, leave scheduling, supervision, discipline management and performance management of Cleaners, Cooks, Receptionist and the Directors’ drivers.
·                     Timely renewal of company statutory licenses and insurances. (NCC, NEMA, MV inspections, general insurance, marine insurance, etc.)
·                     Recording office expenditure and managing office budget every month which helps in preventing fraud and unaccountability by staff.
·                     Liaise with service providers to ensure adequate provision of utilities (including telephones, water and electricity); and to ensure adequate servicing and maintenance of office equipment (including telephones, computers, photocopying machines, etc.)
·                     Implement and maintain a filing system for all administrational documents according to procedures
·                     Facilitate contract awards and renewals for outsourced service providers.
·                     Fleet management – motor vehicle maintenance, repair work, leasing contract management, insurance compliance
·                     Ensuring the fire protection systems are in place; including but not limited to fire extinguishers, security alarms.
·                     Oversee effective office security, including liaison with Security Company and ensuring adherence to office security and safety policies for all staff and visitors.
·                     Oversee all aspects of office and staff houses maintenance and cleanliness in line with set procedures.
·                     Responsible for organizing travel, accommodation, visas and work permits for expatriate staff and/or company visitors
·                     Manage the office canteen
Accountability: The Administration Manager is accountable to the Director for the responsibilities stated in this job description. These responsibilities will be monitored and managed through annual performance review and supported through the monitoring of KPIs.

·                     Good leadership and management skills;
·                     Methodical
·                     Planning, coordination and problem resolution skills;
·                     Demonstrate a high degree of sensitivity, confidentiality when dealing with company matters;
·                     Excellent negotiation, interpersonal and communication skills
·                     A forward planner with clear focus, ardent team player and able to work with minimal supervision in a diverse environment;
·                     Attention for detail and a high affinity for high quality and standards
·                     High moral standing with impeccable integrity
Knowledge, Skills and Experience:
·                     Bachelor/Diploma's degree in Business Administration/ Social Sciences.
·                     At least five (4) years’ experience managing the administrative function in a busy office
How to Apply:

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Administration Manager


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