Administration and Compliance Executive
Department: Internal Audit
Job
Purpose
To provide independent oversight, compliance,
and assurance for all departments.
To offer operational and administrative
support to all departments/staff members To be responsible for all shared
resources within the branch.
Job
Responsibility and Accountability
Inventory management by ensuring that monthly stock takes are done for all locations, variances reported to the respective HOD’s and appropriate action taken.
Perform monthly inventory, cashier, petty
cash spot checks for all locations.
Review all the petty cash expenses for all
locations before submitting to finance for reimbursements.
Items issued on consignments – Ensuring all
paperwork processed in accordance procedures and follow-up with respective
staff to ensure returns within the stipulated time frame.
Manual delivery notes-Responsible for
ensuring all items dispatched on manual delivery notes have been approved by
the managers and system stock updated within the 72 hours.
Pending Location Transfers – to ensure all
stock entries and exits are processed in Orion from both ends – the receiving
and dispatching; Responsible for ensuring compliance to policies and procedures
for all departments.
Work closely with the respective managers in
ensuring all banking’s for all locations are done daily.
To liaise with the branch managers in driving
cost optimization initiatives for the region. E.g., on transport, electricity,
office consumables
Continuously provide feedback to HQ on all
relevant activities which can impact the branch performance in any manner.
Perform audits/reviews for all locations as
per the IA procedures and as guided by the internal audit manager.
Resolve all critical customer related issues
in liaison with the respective manager.
Ensure that all items procured locally for
all departments are sourced at competitive pricing and procurement is
undertaken in accordance with the company standard operating procedure;
Work closely with HR in ensuring HSE measures
are put in place, staff trained and full compliance to the policies and
regulatory requirements.
Ensure staff leave management is monitored in
liaison with other managers as guided by HR.
Resolve any staff issues, complaints &
queries with assistance from HR department.
Managing the outsourced 3PL Transporters in
accordance to contractual agreement.
Supervise all disposals done for all the
departments E.g., customer units, company assets, records, cannibalized units
etc.
Oversee the office repairs and maintenance as
guided by the responsible department. Responsible for all company assets for
all locations.
Ensure that all welfare facilities i.e.,
first aid boxes, dining areas, washrooms, kitchen etc. meet the requisite hygiene
standards and operate efficiently as per the standard operating procedures.
Liaise and coordinate with local governing
bodies for relevant business licenses and without any interruption to the
business.
Escalate to the respective HOD’s & Internal
Audit Manager on any shortcoming in any given area.
Requirements
Qualification :
A Minimum qualification of a degree in any business-related course.
Experience
At least 5 years’ working experience with 3
years’ experience in a leadership role from a service industry background.
Strong finance and operational background.
Experience in service, retail or engineering
related field will be an added advantage.
Proficient in English & Swahili (both
verbal and written). Proficient in relevant computer applications.
Key
Skills:
Excellent people management skills.
Excellent report writing skills.
Excellent interpersonal skills.
Strong analytical skills and being able to
work with excel formular.
Excellent communication skills both verbal
and written.
Good problem analysis and solving skills.
Good listening skills.
Computer skills.
Good organizational skills
How to Apply
Application closes on 15 November 2022.