[New post] WWF Kenya – Administration & Facilities Assistant.
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Position title: Administration & Facilities Assistant, WWF-Kenya Reports to: Operations Manager, WWF-Kenya Supervises: None Date: April 2022 Grade: TBA Location: Nairobi
I. Mission of the Administration Unit: To plan and monitor all the administrative and facilities management activities of WWF-Kenya to effectively meet the needs across WWF Kenya offices within the policies, procedures and guidelines.
II. Main Purpose and Scope of Role: Under the direct supervision of the Operations Manager, the position holder will take responsibility for the Administration support and executing effective and efficient administration, facilities and asset management; maintaining transparency, integrity and compliance with established rules and regulations of WWF-Kenya, Best Practise and the respective donor regulations.
Roles and responsibilities:
Ensuring employees are properly accommodated in a workplace that supports their needs and expectations
Participate in identification and evaluation of new office facilities to ensure fitness for purpose
Ensure all lease agreements are up to date and terms reviewed before renewal
Support the development and implementation of fleet management and asset management policies as well as the implementation of key administration & logistics plans.
Maintain records of all permits, licenses, registrations granted to WWF-Kenya by National or County Governments and other relevant regulatory agencies/authorities.
Ensure adherence to standards of health and safety, hygiene and security in all WWF-Kenya offices; including providing office keys to selected staff only in the Nairobi office.
Oversee the management, maintenance and usage of official telephone services.
Develop and implement recommendations to reduce costs and enhance service delivery in all the offices.
Manage the Nairobi office to ensure that the maintenance and repair of office equipment/furniture and building is effective and presents a professional image.
Ensure that the office is clean, the grounds and pool maintained
Manage service providers to ensure that annual service contracts are delivered as and when required (security, cleaning, gardening etc.)
Records management through ensuring that all logistics and administrative records are regularly filed, up-to-date, accessible to authorized persons only, and safe. This includes both hard copy and soft copy data in WWF-K systems.
Develops and maintains an archive policy based on contractual and legal requirements; ensure that the archiving system is properly used and that documents being regularly archived are easily accessible.
Support the development and implementation of WWF-Kenya's Asset Management Plan for offices, buildings and other assets; ensuring that all WWF assets are properly safeguarded, insured and tracked.
Preparation of the yearly asset insurance listing ensuring the general, travel and asset insurance covers are procured on time;
Coordinate with field based teams and make sure all assets are recorded and tagged as per the organization's Asset policy to ensure maximum return on investment ;
Ensure physical count and asset verification process of WWF-Kenya's assets every 2 years;
Recommend disposal of Assets as per WWF-Kenya's and Donor's regulation coordinating with relevant Program and finance teams;
Coordinate the implementation of asset maintenance providing professional input to protect WWF-Kenya's resources;
Assess and manage risks associated with assets and work to minimize losses on asset efficiency;
Maintains good working condition of office equipment; issuing work orders for repair/maintenance and raising requisitions for replacement;
Sets up and improves processes that facilitate everyday operations—from maintenance requests to meeting room reservations.
Any other duties assigned
Key Skills/ Competencies
Adaptable, flexible, able to take initiative and prioritize among competing demands;
A good team player with strong interpersonal skills;
Ability to work independently and effectively under pressure in a multi-cultural setting;
Analytical and problem solving skills,
High personal integrity and good work ethics,
Good knowledge of facilities and asset management, inventory & asset disposal policies and procedures
Experience:
Work experience in a reputable Organization in a similar role for at least 3 years.
Administration experience for delivering quality service with cost saving benefits.
Demonstrated experience in business evaluation and advice, risk management e.g. insurance.
Qualifications:
Degree in Business Administration, Business Management, Commerce or Supply Chain Management.
Training and certification in Administrative and Facilities Management is an advantage
Working Relationships Internal: Interacts with field-based administration teams and All WWF-Kenya staff. External: Interacts with WWF-Kenya's authorized insurance providers, Government agencies, Regulatory Bodies.
HOW TO APPLY?
Please Click Here to apply for the role. Applications will close on 14th June 2022. Applications will be reviewed on a rolling basis.
Work permit restrictions may apply.
WWF is an equal opportunity employer and committed to having a diverse workforce.
Kindly note that only shortlisted candidates will be contacted.
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