POSITION: ADMINISTRATION OFFICER

REF: KNCHR/ADM/HRAO/03/2024

Division: Human Resources and Administration

Reports to: Deputy Director, Human Resources and Administration

Duty Station: Nairobi with occasional travel

Grade: KNCHR 6

Gross Salary: Kshs. 100,250 per month

Duration: Permanent and Pensionable

 Job purpose

This position is responsible for supporting the implementation of the organization’s logistical and administration strategies.  

Key Responsibilities

1. Supervise and appraise the performance of all staff under the transport section including all the drivers of Commission vehicles to ensure they are familiar and compliant to the Traffic Act of Kenya and observe passenger safety of all staff on transfer.
2. Manage the Commission’s fleet and ensure the availability and accessibility of vehicles by authorized staff on official duty.
3. Facilitate replacement and repair of the Commission vehicles as per the Commission’s standards, and approve of payments to the service providers of the mechanical service received.
4. Manage fuel cards allocated to each Commission vehicle’s and track consumption as documented and accounted for by the user driver.
5. Ensure prompt payments are made to the service providers for all premise related insurances and motor vehicle insurances to ensure smooth running of the docket and Commission’s services.
6. Prepare monthly status reports on routine, preventive maintenance and fuel expenditures in accordance to the Commission transport policy.
7. Champion the reviews of the transport and administration policies of the Commission.
8. Champion the renewal and implementation of the Commission’s insurance covers related to the premises and motor vehicles.
9. Ensure all Commission’s premises are compliant with the provisions of Occupational Safety and Health Act 2007 at all times.
10. Coordinate the maintenance of all Commission’s premises, equipment, furniture and fittings of these assets to ensure that they are safeguarded and in operational condition at all times.
11. Co-ordinate security management in the Commission premises through applicable strategies including but not limited to; liaising with the premise landlords and guards to mitigate any risks, ensure the door’s access controls are operational at all times so as to ensure safety of staff and assets.
12. Manage and control access to the Commission’s premises including provision and activation of staff/access cards to members of staff, interns and attachees.
13. Champion and maintain a good working relationship with contracted service providers including access control providers, landlords, garages, insurance providers among others.
14. Make requisitions for the division’s requirements in the Integrated Financial Management Information System (IFMIS) and other internal financial management systems within the Commission including the Grants Management System (GMS).

Key Qualifications, Skills and Competencies:

1. Bachelor’s degree in business administration, human resources, public administration or related field from a recognized university.
2. At least one (1) year of relevant service in a comparable position from a reputable organization.
3. Demonstrable experience in the supervision and management of fleet and organization’s logistics.
4. Extensive knowledge of applicable laws and legislations.
5. Knowledge of government standards and requirements on management of assets.
6. Good communication, listening and client management skills.
7. Computer literacy including excellent microsoft office tools skills.
8. Meet the requirement of Chapter Six of the Constitution of Kenya.