Senior Administration Officer Job in Kenya

IPOA/HR/06/2023: SENIOR ADMINISTRATION OFFICER, IPOA GRADE 5 (1 POSITION)- (CONSOLIDATED SALARY KES. 122,000-202,000)

Job Title: Senior Administration Officer

Grade: Grade 5

	Corporation/Organization	Independent Policing Oversight Authority
	Directorate	Business Services
	Department	Finance and Administration
	Division	N/A
	Section / Unit	N/A
	Location / Work Station	The Headquarters
	Reporting Relationships
		(Provide the Job title that jobholder reports
	Reports to	to)
		Principal Administration Officer
	Direct Reports	Administration Officer, Transport Officer
	Indirect Reports	Assistant Administration Officer, Support
		staff, Clerical Officers, Drivers
	Job Purpose

 

To coordinate administration and transport management services in the Authority as guided by relevant laws, policies and regulations

Key Responsibilities/ Duties / Tasks

1. Managerial / Supervisory Responsibilities

• Develop and implement administration and transport management strategies, policies and procedures in line with the organizational strategic objective;
• Coordinate day to day operations in administration and transport management.
• Develop employee performance targets and competency development plans.
• Develop annual budget, procurement plan, asset disposal plan and work plans for administration and transport management services;
• Establish mechanisms for implementing accountability structures and monitor performance in administration and transport management operations.
• Supervise compliance with internal controls on transport management and administration.
• Prepare monthly returns on fuel, vehicle tracking, repair and maintenance, and mileage.
• Coordinate establishment of structures and systems for administration and transport management.
• Coordinate guidance, coaching and mentorship for administration and transport management personnel.

10) Supervise day to day operations in administration and transport management.

11) Implement training and awareness programs on administration and transport management.

12) Coordinate issuance of fuel cards and allocation of fuel limits.

1. Operational Responsibilities / Tasks

• Supervise administration and transport management operations.
• Prepare annual work and procurement plans for the unit.
• Implement administration and transport management regulations, policies and procedures.
• Implement administration and transport management internal controls.
• Respond to administration and transport internal and external audit queries.
• Coordinate and chair administration and transport management meetings;
• Develop administration and transport management reports;
• Prepare requisitions for administration and transport management services.
• Maintain custody of all motor vehicle & motor cycle keys and work tickets.

10) Supervise inventory of assets.

11) Supervise disaster management and emergency response activities.

12) Implement administration and transport management contracts

13) Supervise allocation and utilization of office and parking space.

14) Supervise establishment and management of registries

15) Coordinate provision of staff hospitality services.

16) Coordinate servicing and maintenance of motor vehicles, kitchen and office equipment.

15) Supervise and appraise direct reports

Job Dimensions:

1. Financial Responsibility
   
   
   

Coordinate implementation of the administration and transport management annual budget

1. Responsibility for Physical Assets

Responsible for all administration and transport management assets (office equipment, furniture, Kitchen equipment, Motor Vehicles, Asset registers, , motor cycle, work tickets and general office records)

III.   Decision Making / Job Influence

The role is responsible for operational decisions

1. Working Conditions

Predominantly in an office setting with occasional field travel.

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

Academic qualifications

A Bachelor’s degree in Public/Business Administration, Sociology or equivalent qualification from a recognized institution.

1. Professional Qualifications / Membership to professional bodies

• Certificate in computer skills

III. Previous relevant work experience required.

Served in the grade of Administration Officer for a minimum period of three (3) years or nine (6) years in a comparable and relevant position in the Public or Private Sector.

Functional Skills, Behavioral Competencies/Attributes:

 

Functional Skills:		Behavioral Competencies/Attributes:
1)	Organization and Planning	1)	Transparency and accountability
2)	Administration	2)	Ethics and Integrity
3)	Dispute Resolution	3)	Team player
4)	Decision Making	4)	Creativity and innovation
5)	Interpersonal	5)	Resilience
6)	Communication	6)	Independence

• Negotiation
• Analytical

How to apply:

Interested persons who meet the requirements should submit their application through Post Office, email or by hand delivery, clearly indicating the position and job reference number, on both the cover letter, envelope and email applications, together with IPOA Employment form, a detailed CV, copies of academic certificates, national identity card, names and telephone contacts of three referees, so as to reach the Authority by Tuesday, 14th March, 2023 to:

Director/Chief Executive Officer,

Independent Policing Oversight Authority,

1^st Ngong Avenue, ACK Garden Annex, 2^nd Floor,

P.O Box 23035 – 00100, NAIROBI.

Email: recruitment0223@ipoa.go.ke

Detailed job descriptions and specifications for the above positions are available in our website www.ipoa.go.ke/careers

Upon offer of employment, the successful candidate MUST present and satisfy the requirements of Chapter Six of the Constitution of Kenya 2010 by providing copies of the following documents;

A valid tax Compliance Certificate from the Kenya Revenue Authority (KRA);

A valid Certificate of Good Conduct from the Directorate of Criminal Investigation (DCI);

A valid Clearance Certificate from the Higher Education Loans Board (HELB);

A valid Clearance Certificate from an approved Credit Reference Bureau (CRB)and

A Valid Clearance form from the Ethics and Anti-Corruption Commission (EACC)

IPOA is an equal opportunity employer and shall not in its recruitment discriminate on the basis of race, religion, colour, ethnic origin, political affiliation, sex or sexual orientation, pregnancy, marital status, disability, health or social status. Canvassing will lead to automatic disqualification.

IPOA does not engage any recruitment agencies and no medical examination is required before one attends an interview. IPOA does not charge a fee at any stage of the recruitment process (application, shortlisting or interview).

Only shortlisted candidates will be contacted.