Administration and Compliance Executive at Hotpoint Appliances Ltd

Reports to: Internal Audit Manager

Department: Internal Audit

Location: Mombasa

Job Purpose

• To provide independent oversight, compliance, and assurance for all departments.
• To offer operational and administrative support to all departments/staff members
• To be responsible for all shared resources within the branch.

        Job Responsibility and Accountability

• Inventory management by ensuring that monthly stock takes are done for all locations, variances reported to the respective HOD’s and appropriate action taken.
• Perform monthly inventory, cashier, petty cash spot checks for all locations.  
• Review all the petty cash expenses for all locations before submitting to finance for reimbursements.
• Items issued on consignments – Ensuring all paperwork processed in accordance procedures and follow-up with respective staff to ensure returns within the stipulated time frame.
• Manual delivery notes-Responsible for ensuring all items dispatched on manual delivery notes have been approved by the managers and system stock updated within the 72 hours.
• Pending Location Transfers – to ensure all stock entries and exits are processed in Orion from both ends – the receiving and dispatching;
• Responsible for ensuring compliance to policies and procedures for all departments.
• Work closely with the respective managers in ensuring all banking’s for all locations are done daily.
• To liaise with the branch managers in driving cost optimization initiatives for the region. E.g., on transport, electricity, office consumables
• Continuously provide feedback to HQ on all relevant activities which can impact the branch performance in any manner.
• Perform audits/reviews for all locations as per the IA procedures and as guided by the internal audit manager.
• Resolve all critical customer related issues in liaison with the respective manager.
• Ensure that all items procured locally for all departments are sourced at competitive pricing and procurement is undertaken in accordance with the company standard operating procedure; 
• Work closely with HR in ensuring HSE measures are put in place, staff trained and full compliance to the policies and regulatory requirements.
• Ensure staff leave management is monitored in liaison with other managers as guided by HR.
• Resolve any staff issues, complaints & queries with assistance from HR department.
• Managing the outsourced 3PL Transporters in accordance to contractual agreement.
• Supervise all disposals done for all the departments E.g., customer units, company assets, records, cannibalized units etc.
• Oversee the office repairs and maintenance as guided by the responsible department.
• Responsible for all company assets for all locations.
• Ensure that all welfare facilities i.e., first aid boxes, dining areas, washrooms, kitchen etc. meet the requisite hygiene standards and operate efficiently as per the standard operating procedures.
• Liaise and coordinate with local governing bodies for relevant business licenses and without any interruption to the business.
• Escalate to the respective HOD’s & Internal Audit Manager on any shortcoming in any given area.

Qualification

• A Minimum qualification of a degree in any business-related course.

Experience

• At least 5 years’ working experience with 3 years’ experience in a leadership role from a service industry back ground.
• Strong finance and operational back ground.
• Experience in service, retail or engineering related field will be an added advantage.
• Proficient in English & Swahili (both verbal and written).
• Proficient in relevant computer applications.

Key Skills:

• Excellent people management skills.
• Excellent report writing skills.
• Excellent interpersonal skills.
• Strong analytical skills and being able to work with excel formular.
• Excellent communication skills both verbal and written.
• Good problem analysis and solving skills.
• Good listening skills.
• Computer skills.
• Good organizational skills.: