Job Description
IPOA/HR/06/2024: ASSISTANT DIRECTOR, ADMINISTRATION, IPOA GRADE 5 (1
POSITION) (CONSOLIDATED SALARY KSH.: 201,880 – 293,240)
Job Title Assistant Director, Administration
Grade IPOA 5
Directorate Human Resource Management and
Administration
Department Administration
Location / Work Station Headquarters, Nairobi
Reporting Relationships
Reports to Senior Assistant Director, Administration
Direct Reports Principal Administration Officer
Indirect Reports Senior Administration Officer
Job Purpose
Responsible for coordinating administrative support services to ensure that services
are provided in an effective and efficient manner in the Authority.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
1. Lead development, implementation and/or review of policies, strategies,
guidelines, plans, standards and procedures that impact on administration
services while ensuring compliance to applicable legislations and circulars;
2. Coordinate all administrative activities in the Authority;
3. Coordinate the general management of transport services;
4. Manage outsourced services and assets in the Authority;
5. Coordinate disaster management and emergency response initiatives;
6. Coordinate maintenance activities, repairs and renovation projects in the
Authority;
7. Supervise implementation of Authority’s development projects in consultation
with the department of supply chain management;
8. Supervise timely settlement of the Authority’s utility bills and other related
claims;
9. Guide organization of Authority’s workshops, seminars and other functions in
consultation with supply chain management department;
10.Manage inventory of the Authority’s assets;
11.Oversee management of records in the division;
12.Coordinate development of reports in the division;
13.Collaborate with other departments and divisions for effective administrative
services;
14.Lead in identification of risks and formulate measures to mitigate risks in the
division;
15.Coach, mentor, supervise and facilitate capacity development activities in the
division;
16.Lead in the development and monitor implementation of division’s annual
work plan and budgets; and
17.Guide staff performance management in the division.
II. Operational Responsibilities / Tasks
1. Foster collaborative working relationships with other stakeholders and
departments for effective administrative services;
2. Develop and implement individual work plan;
3. Compile data on corporate annual staff performance appraisal.
Job Dimensions:
I. Financial Responsibility
Prepare annual work plan, procurement plan and budgets.
II. Responsibility for Physical Assets
Responsible for Office equipment, furniture and records
III. Decision Making / Job Influence
1. Managerial decisions
2. Operational decisions
IV. Working Conditions
Predominantly in an office setting with occasional field travel.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
1. Master’s Degree in any Social Science or its equivalent qualification from a
recognized Institution; and
2. Bachelor’s Degree in any Social Science or its equivalent qualification from a
recognized Institution.
Professional Qualifications / Membership to professional bodies
1. Professional qualification and membership to a professional body where
applicable;
2. Leadership course lasting not less than six (6) weeks from a recognized institution.
Previous relevant work experience required.
Served in the position of Principal Administration Officer for a minimum period of
three (3) years at IPOA grade 6 or for a period of twelve (12) years in administration
in the public or private sector.
Functional Skills, Behavioral Competencies/Attributes:
Functional Skills: Behavioral Competencies/Attributes:
1) Record management
2) Organization and Planning
3) Dispute Resolution
4) Decision Making
5) Interpersonal
1) Transparency and accountability
2) Ethics and Integrity
3) Team player
4) Creativity and innovation
5) Emotional intelligence
6) Communication
7) Analytical
6) Resilience
7) Independence