Assistant Director Administration

Remuneration and Benefits

• Basic Salary Scale: KShs. 148,634 – KShs. 193,225 P.M.;
• House Allowance: KShs. 50,000 P.M.
• Commuter Allowance: KShs. 17,000 P.M.
• Annual Leave Allowance: KShs.12,500 P.A.
• Medical Cover and Other Allowances: As provided by KMFRI
• Terms of Service: Permanent and Pensionable.

Job Specifications

The duties and responsibilities of the officer will entail:

• Advising management on administrative policies, procedures and regulations;
• Providing leadership in the development and implementation of administration plans and budgets, within and outside the department in order to ensure efficient and cost-effective provision of and Administration services throughout KMFRI;
• Ensuring efficient provision of transport, security and cleaning service;
• Coordinating the preparation of terms of reference for outsourced services;
• Supervising the implementation of outsourced services;
• Developing and implementing administration policies and strategy, by enforcing relevant institutional regulations to achieve the desired efficiency in the utilization of human capital;
• Preparation of annual operating budgets and work plans for the administrative department and establish proper internal monitoring and control systems;
• Interpreting administration regulations to guide their implementation and ensure compliance for smooth running of the Institute;
• Coordinating disaster management and emergency response initiatives in the institute;
• Ensuring staff appraisals and staff development of the department;
• Initiating administrative staff training and development and other policy matters;
• Providing cross-functional liaison for administrative matters;
• Facilitating meetings, conferences and other special events;
• Ensuring general maintenance of office equipment’s and building is undertaken;
• Generating administrative reports on repairs and maintenance;
• Ensuring acquisition of legal documents such as motor vehicle and assets insurances
• Facilitating renewal of insurance policies for company property and motor vehicles;
• Supervise timely settlement of the utility bills and other related claims;
• Manage inventory of the Institute’s assets;
• Coordinate development of reports in the division;
• Lead in identification of risks and formulate measures to mitigate risks in the division;
• Coach, mentor, supervise and facilitate capacity development activities in the division;
• Lead in the development and monitor implementation of division’s annual work plan and budgets; and
• Guide staff performance management in the division.

Person Specifications

For appointment to this grade a candidate must have: -

• At least eight (8) years in relevant work experience and at least three (3) years in a management position in public service or private sector;
• Master’s degree in Public Administration; Business Administration; Business Management; Office Management or its equivalent qualifications;
• Bachelor’s degree in Public Administration; Business Administration; Office Management or its equivalent qualifications;
• Minimum KCSE C+ (plus) or its equivalent;
• Management course lasting not less than four (4) weeks, or equivalent, from a recognized institution;
• Member of a relevant professional body in good standing;
• Proficiency in computer applications;
• Demonstrated good results in work performance; and
• Meets the requirements of chapter six of the constitution.

Key Competencies and Skills

• Strategic and innovative thinking
• Mentoring, coaching and leadership skills;
• Good interpersonal and negotiation skills;
• Organization skills;
• Strong communication and reporting skills;
• Problem solving skills;
• Analytical skills; and
• Conflict resolution skills.