JOB ROLE/ PURPOSE:
Provide administrative and clerical services in the organization in order to ensure effective and efficient operations
1. Provide administrative support to ensure that the organization operations are maintained in an effective and efficient manner
a) Receive all mail from and to the ACs office and the Division, acknowledge receipt and Ensure all mails are dispatched and recorded in the mail out dispatch register
b) Receive schedules for meetings, organize venue and logistics (rooms, taking of minutes) for the Division and ACs’ office
c) Develop the filing index , manage files and all correspondences on the Document Management System (DMS)
d) Attend to visitors coming to the division to ensure their inquiries are handled appropriately
e) Update and coordinate the Calendar for the Division and Assistant Commissioner
f) Coordinate the transport of the division and track the movement of vehicles through the fleet management system
2. Manage and control Imprest system in the division to ensure timely execution of activities and accountability
a) Process, utilize and account for all imprest in line with approved budget for the Division
b) Prepare petty cash payment vouchers, reconciliation, re-imbursements and cash book that is submitted to the line supervisor for review and approval
c) Generate reports on the utilization of imprest in the Division to inform any budget adjustments
3. Liaise with the Procurement function to ensure all Divisional procurement needs are met in a timely manner
a) Receive requests and make e-procurement requisitions
b) Follow up with the Procurement team on the requisitions made including (office supplies & tea supplies) and ensure items requested are procured and delivered effectively.
c) Conduct periodic stock taking of Office items and update inventory respectively….
d) Procure monthly office supplies and compile accountability reports for further management……
e) Liaise with external suppliers/ contractors to ensure they deliver services as per the requirements/ standards
4. Manage office welfare in order to maintain a conducive working environment and efficient operations
a) Coordinate the general office cleanliness and cleaning services to enhance a good working environment
b) Coordinate all the divisional welfare activities including teas ,meals, Water, replenishment of the first aid box in liaison with other stakeholders from time to time.
c) Monitor the utilization of office assets/equipment and liaise with the Estates office to fix all maintenance issues that may arise from time to time.
d) Conduct periodic stock taking of office items and update the inventory accordingly
e) Familiarise with and implement the health and safety policy elements at the respective Division /Station
5. Plan and manage the performance and development of staff under supervision so as to improve their productivity
a) Plan and budget for resource requirements in the business Unit and monitor the usage to ensure efficiency
b) Develop and monitor a Business Unit Work plan and develop performance agreements with all the staff under supervision
c) Monitor staff performance and provide guidance and periodic feedback for performance improvement
d) Assess the training and development needs of staff under supervision and recommend appropriate interventions
e) Provide coaching and mentoring support to staff under jurisdiction
f) Initiate and implement activities/programs intended to create and harness teamwork in the business Unit
g) Implement succession planning and any other staff related programs as introduced and approved in the organization
h) Create and maintain a working atmosphere that fosters creativity and innovation in the team
a) An honors Bachelor’s degree in either; Administration, Secretarial Studies, Office and Information management or any other related field
b) 2 years’ experience in administrative work in a reputable organization
a) Basic Training in records management
b) Basic Training in Computer Applications
c) Basic training in client relationship management or customer care.
a) Knowledge of URA business processes, Information policy, Client Service Standards, Basic knowledge of computer applications.
SPECIFIC SKILLS & ATTRIBUTES
a) The ideal job holder must be a good time manager
b) S/he must have strong communication skills and customer care
c) S/he must possess good planning skills with an ability to organize meetings
d) S/he must have an impeccable record of integrity
e) The job holder must have good report writing skills
f) The incumbent should be able to work in teams