Facilities Administration Manager Job in Nairobi Kenya

Job Title: Facilities Administration Manager
 

Department: Group Human Resources & Administration
 

Location: Nairobi, Kenya

Employment Status / Type: Full Time

Position Reporting to: Group Human Resource Manager and Group Procurement Manager

Manages Others: Yes

Titles & Number of Staff Managed: Administration staff, drivers, cleaners, receptionists, guards, secretaries, grounds people etc

Customers: Internal stakeholders Travel agents Local government authorities Outsourced service providers Landlords/owners

Job Purpose/Summary:
 

Our client is Africa’s pioneering provider of Triple Play services. 

They are seeking to recruit an ambitious, dynamic & innovative individual for the role of Facilities Administration Manager who will report to the Group Human resources and Administration Manager and the Group Procurement Manager. 

The Facilities Administration Manager will be the focal person to manage and administer core administration services, provide leadership to a host of administration staff and be a key link between the operations and core businesses.

Key Roles:
 

The Facilities Administration Manager will be responsible for:

• Fleet management by ensuring fueling of office fleets through management of the Fuel card system, good maintenance and servicing of office fleets and availability of the vehicles when needed
• Manage the Network Nodes by ensuring electricity meters readings are done and paid up in a timely manner
• Negotiate with land owners and estate associations of identified land sites for the network
• Handle all property leases
• Manage supplier relationships to optimize return on investment by ensuring all supplier accounts are up to date
• Act as the link and liaison with all local government authorities e.g. lands, kplc, water authority, nema and regulatory authorities
• Manage all outsourced service providers to ensure best value for money
• Manage safety and security on all premises and network locations across the country by handle CCTV systems and management of access to all properties
• Manage cleaning of all premises across the country and manage relations with cleaners to ensure a healthy work environment
• Coordinate provision of hospitality facilities and social amenities like water, tea, toilets, water dispenser, tissue, soap among others
• Coordinate provision of office stationary, meeting rooms and conference facilities when need arises.
• Supervise Administration staff including provide oversight to service providers, consultants and interns.
• Coordinate local and international travel – itinerary bookings, visa processing, hotel accommodation, airport transfers.
• Facilitate the enforcement and Implementation of the company service charters and Administration policies, specifically Service Level Agreements and ensure that the required delivery standards are met in all administrative areas.
• Manage office Petty cash and reconcile office bills including telephone and landline, power and travel invoices from traveling agents across the country
• Manage the Asset data base; Support the facilities manager to ensure that Company property is properly labeled and maintained in accordance with the highest standards, across all Group offices and countries. Ensure all Assets issued to staff are signed for an accounted for at all times.
• Opening credit accounts with the most frequently used service providers to reduce paper work and save time frequent cash purchase of the items e.g. stationery, drinking water, hotel accommodation; Timely billing of utilities – telephone, electricity, security , travel tickets; service charge; rent (office and house)

Qualifications, Skills & Experience:

• Minimum of 7 year’s relevant experience in management of Administration services.MBA would be an added advantage.
• Ability to use computers accounting packages; MS Office products, MS Access, MS Word, MS Excel, MS PowerPoint etc.
• An undergraduate degree in engineering is desirable. MBA degree and/or accounting qualification is also desirable.
• Ability to perform a broad range of specialized activities related to Admin management, and performance evaluation, monitoring of transactions and reporting.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Prior experience with office automation and ERPs Software is desirable
• Effectively communication and report writing skills
• Demonstrated openness to change and ability to manage complexities and remains calm, in control and good humored even under pressure.
• Highly motivated with a strong sense of urgency and attention to detail; with energy and a positive, constructive attitude and focuses on result for HR and Administration clients.
• A strong commitment to excellence and high standards of integrity, professionalism, loyalty, honest, respect, open mindedness, open communication and business ethics is required.
• Comparative Administrative experience in East Africa will be an added advantage.

Key Performance Indicators:

• Timely analysis and review of travel invoices sent by the travel agent – tickets and airport transfers – paying attention to all details to ensure that the invoices tally with the quotes sent by the travel agent.
• Timely delivery of reports
• Building and sustaining strong relationships with Group senior management, Business leaderships, procurement and facilities.
• Quality and timely of reconciliation of monthly bills, forecasts &budgets including attention to detail.
• Promotion and championing of Administration policies and relevant service level agreements(SLAs)
• Speedy acquisition of all international staff work permits and visas.

How to apply: 

If you are interested in the position and have the skills and talents our client is looking for, we would like to hear from you. 

Please forward a copy of your updated resume, and your current salary and benefits package to info@dorbe-leit.co.ke before close of business 18th August 2012. 

Only successful candidates will be contacted.