Administration & Facilities Assistant at World Wide Fund for Nature (WWF) Kenya

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