Job Description
PRINCIPAL ADMINISTRATIVE OFFICER - (KMFRI GRADE 5) - POSITION - ONE (1)
• Basic Salary Scale: KShs. 116,410 – KShs. 151,334 P.M.
• House Allowance: KShs. 35,000 P.M.
• Commuter Allowance: KShs. 8,000 P.M.
• Annual Leave Allowance: KShs. 10,000 P.A.
• Medical Cover & Other Allowances: As provided by KMFRI
• Terms of Service: Permanent & Pensionable
(a) The duties and responsibilities of the officer will entail: -
i. Reviewing and formulation of administrative services;
ii. Preparing workplans for the department;
iii. Overseeing maintenance issues through conducting physical survey and defect report and recommend for service to maintain suitable working condition;
iv. Ensuring staff welfare is prioritized by providing suitable tools of work and conditions of work to adopt acceptable standard practice, which will result to better output;
v. Supervising staff through a clear duty allocation, to monitor adherence in order to appraise performance justifiably;
vi. Ensuring compliancy to policy guidelines by obtaining clear interpretation hence enhanced service delivery;
vii. Conducting staff performance appraisal in the department;
viii. Ensuring routine responses to routine correspondences on administrative matters to ensure up to date reporting;
ix. Initiating of administrative staff training and development and other policy matters;
x. Monitors and evaluates the implementation of the department’s projects and programmes;
xi. Coordinating identification of office equipment and furniture requirement for the Institute;
xii. Monitors the implementation and adherence to the Departmental Work Plans;
xiii. Providing cross-functional liaison for administrative matters;
xiv. Manages the Department’s Information Management Systems;
xv. Manages provision of office space, transport and other logistical services;
xvi. Ensures prudent and optimum utilization of department’s resources;
xvii. Facilitating meetings, conferences and other special events;
xviii. Oversees the provision of security and safety for Institute’s premises and staff;
xix. Supervises waste disposals;
xx. Follows up on payment of bills for common services;
xxi. Ensuring general maintenance of office equipment’s and building is undertaken;
xxii. Works closely with the Supply Chain Management Department in the development, management and maintenance of the assets register for the Institute;
xxiii. Generating administrative reports on repairs and maintenance; and
xxiv. Facilitating renewal of motor vehicle and property insurance policies.
(b) Requirements for Appointment/Person Specification
For appointment to this grade, a candidate must have: -
i. At least six (6) years relevant work experience in comparable and relevant position in which three (3) must be in Senior Administration Officer or in a supervisory level in public service or private sector;
ii. Bachelor’s degree in Public Administration; Business Administration; Business Management; Office Management or any other relevant qualifications;
iii. Minimum KCSE C+ (plus) or its equivalent;
iv. Supervisory course lasting not less than two (2) weeks from a recognized institution;
v. Member of a relevant professional body in good standing;
vi. Proficiency in computer applications;
vii. Demonstrated good results in work performance; and
viii. Met the requirements of Chapter Six of the constitution
(c) Key Competencies and Skills
i. Strategic and innovative thinking
ii. Mentoring, coaching and leadership skills;
iii. Good interpersonal and negotiation skills;
iv. Organization skills;
v. Strong communication and reporting skills;
vi. Problem solving skills;
vii. Analytical skills; and
viii. Conflict resolution skills.