Administration Officer Job in Kenya

Job Title	Administration Officer

Grade	KS 8

Corporation/Organization	Kenya Bureau of Standards

Directorate	Human Resource and Administration

Department	Administration

Division	Administration

Section / Unit	Administration

Location / Work Station	KEBS Headquarters – Nairobi


Reporting Relationships
Reports to	Senior Administration Officer

Direct Reports	Senior Assistant Administration Officer

Indirect Reports	Assistant Administration Officer

Job Purpose

Provides of facility maintenance, employees and assets logistics and Records management for the purpose of facilitating and supporting KEBS mandate on Standards, Metrology and Conformity Assessment (SMCA). This is to support realization of KEBS vision, Mission and strategic objectives.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

N/A

Operational Responsibilities / Tasks

Conducts records survey and harmonization in the organization in order to ensure all classes of organization records are secured, environment of storage space, particularly vital ones, and ensure records are harmonized to reduce duplication of files;
Provides reliable transport services through proper vehicle maintenance, prioritized allocation and distribution of vehicles that supports the delivery of the organizations’ objectives;
Implements Records and Archive Management policies, procedures, strategies, objectives and targets that guide in the provision and access of records services to enhance work flow and decision making in the organization;
Implement records filling, indexing and classification scheme, retention and disposal schedule as required by Section 7 of Cap 19 of records and information for proper access control;
Requisition resources used for routine work in registries such as folders, pens, papers for optimal functioning of the section;
Coordinates office allocation and movement in order to maximize work synergies between employees and maximize utilization of available space;
Guides on scheduling of cleaning and gardening duties, monitoring, evaluation and reporting of performance of outsourced service providers in cleaning and garbage collection;
Analyses utility bills to ensure accurate bills and timely payment for continuous supply of services such as water, electricity, cleaning and garbage collection;
Coordinates and facilitates furniture and space allocation to all staff for a conducive work environment;
Monitors organisation’s utility billing records for reference and decision making;
Analyses monthly reports on meter readings for decision making;
Implements cleaning schedules, gardening and landscaping to enhance the work environment;
Coordinates safe handling and disposal of garbage including volatile lab waste according to schedules and guidelines; and
Implements Management systems adopted by KEBS for the purpose of ensuring efficiency, effectiveness, and sustained customer satisfaction.

Job Dimensions:

Financial Responsibility

Recommends payments of utility bills

Responsibility for Physical Assets

Responsible for physical assets in the section

III. Decision Making / Job Influence

Operational decisions

Working Conditions

Works predominantly within the office and outdoors within KEBS premises

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

Bachelor’s degree in a business-related degree. / records management/ information management

Professional Qualifications / Membership to professional bodies

Kenya Association of Records and Archives Management (KARMA)

Kenya Institute of Management

Previous relevant work experience required.

N/A

Functional Skills, Behavioural Competencies/Attributes:

Functional Skills

Information, communication, and technology skills
Presentation skills
Report writing
Analytical skills

Behavioural

Counselling skills.
Problem solving skills
Time management skills
Communication skills
Interpersonal skills

How to Apply

Please visit the careers page on KEBS website: https://www.kebs.org for detailed job profile/description and instruction on how to apply.

Interested and qualified candidates applications should be submitted either SOFTCOPY to recruitment@kebs.org or HARDCOPY sent by post or hand delivered to KEBS HQ office addressed to the address below, indicating VACANCY NAME on the envelope on or before 15th February, 2023 at 17:00 HRs, EAT enclosing/attach Cover

letter, a detailed CV with full details on education background, professional qualifications and relevant experience together with copies of Testimonials, Academic Certificates and National Identification Card.

The Managing Director, Kenya Bureau of Standards

Popo Road, Off Mombasa Road,

P.O. Box 54974 – 00200 NAIROBI.

IMPORTANT NOTICE

KEBS DOES NOT charge any fee in the recruitment process.
Persons with disability and female candidates are encouraged to apply.
Academic Qualifications of external origin MUST be accompanied with a recognition and equation certificate from the relevant body in Kenya.
Only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification.
All degree applicants for engineering related qualifications must be Registered as Graduate Engineers.
The applicants must comply with Chapter Six (6) of the Constitution of Kenya.