Administration Officer
Job purpose
To role holder is responsible
for the daily efficient running and professional handling the Britam
Administration Service Desk in accordance with the Administration Policies and
Procedures manual.
Key responsibilities:
- Ensure
daily smooth running of Britam offices and Branches by liaising and
working with the various outsourced service providers to ensure quality of
services rendered.
- Participate
in the preparation and development of sectional budget and monthly
monitoring of the department’s expenditure.
- Promptly
respond and address queries (email/calls) raised to the Administration
email group, on a frontline level.
- Overseeing
the renewal and evaluation of all contracts relating to provision of
administrative services.
- Ensure
timely repairs of office furniture and equipment to prevent further damage
and avoid inconveniencing users.
- Ensure
effective access rights management through appropriate access cards
encoding/deactivating.
- Maintain
an updated record of temporary and contractors access cards; and clear
accountability on utilization of the access cards.
- Facilitate
all travel logistics for staff by working with the stipulated travel
agencies and other related contracted service providers (hotels and car
hire), whilst ensuring cost savings for the company.
- Ensure
the regular maintenance of all company vehicles i.e. servicing, cleaning,
insurance and fueling Britam cars and the Mombasa Office generator.
- Facilitate
the on boarding of staff onto the relevant staff benefits such as AA Kenya
membership, business cards.
- Ensure
renewal of all business permits for all Britam offices and other annual
relevant office renewals i.e. MCSK, DSTV, Postal Boxes.
- Effectively
manage the different parking allocations schedule for staff.
- Review
and consolidate accurate admin operational reports and schedules for
decision making.
- Ensure
regular maintenance and timely identified repairs of office equipment,
water dispensers and the access control equipment.
- Expedite
monthly utility payments for Britam offices i.e. electricity and telephone.
- Facilitate
office set-up, refurbishments and closure.
- Facilitate
efficient daily running of the Executive Dining and the Staff Canteen.
- Identify
administrative issues that arise with quick resolution to ensure
organizational effectiveness.
- Develop
and foster good working relationships with vendors.
- Effectively
carry out any other duties as may be assigned by the direct supervisor
from time to time.
- Observe
strict adherence to the company’s Administration processes and procedures
manual.
- Deliver
on performance requirements as defined in the departments’ strategy map,
balanced scorecard and Personal Scorecard.
Key Performance Measures:
As described in your
Personal Score Card
Knowledge, experience
and qualifications required:
- Bachelor’s
degree in a business related field.
- 3
to 4 years’ experience in a similar role.
- Experience
in Travel and Facilities Management.
- Knowledge
of ERP (Oracle) system and/or experience would be an advantage.
- Strong
computer and business solutions software skills.
- Strong
analytical and problem solving skills.
Technical/ Functional
competencies:
- Excellent
customer service skills.
- Time
management and analytical skills.
- Great
interpersonal skills.
- Knowledge
in diversity management.
- Ability
to drive change.
- Stakeholder
Management.
- Report
writing-ability to develop reports.
- Strategic
Planning.
- Ability
to multi-task.
- Decision
making – ability to make strategic decisions in a timely and effective
manner.
- High
moral and ethical standing.
- Highly
motivated.
- Able
to handle pressure and work under minimum supervision.
How to Apply
Unposting Date: 23-02-2023