Administration Manager at Eldoret Water and Sanitation Company Limited (ELDOWAS)

JOB REF: ELDOWAS/2022/AM/03

Reporting to: Human Resource and Administration Manager.

Job Grade   10

Job summary:

To provide administrative support services to the company to maximize on service delivery and support the efforts towards the achievement of corporate goals.

Key duties and responsibilities:

• Formulate and review administrative policies;
• Oversee the management of service contracts and service level agreements for outsourced services;
• Oversee the process of acquiring new service providers related to all outsourced services falling under administration section;
• Lead, manage, coach and motivate the team in the division ensuring they have clear objectives, targets, and receive meaningful feedback on their performance;
• Conduct bi-annual and annual performance appraisals for direct reports and support the direct reports in under taking the same for staff under their supervision;
• Provide general supervision and coordination of administration teams by providing clear vision for the function and the organization in general;
• Develop organizational administration strategy and draw clear objectives and outputs to deliver the same;
• Develop departmental budgets;
• Monitor budget expenditure and provide guidance to Administration Section on financial discrepancies;
• Forecast administrative staff needs for the Section;
• Formulate and implement Records Management policies
• Oversee overall responsibility for administrative activities by taking charge of the day-today operations;
• Oversee allocation of office space to all staff, phones, work stations, smooth internet among others;
• Ensure the effective and efficient use of all the company resources in order to keep costs low and ensure safety in the workplace;
• Develop fleet management plan/schedules to ensure staff field travels are well serviced
• Oversee vehicles and other motorized equipment are serviced on time and at the most reasonable costs;
• Ensure meeting rooms / areas are ready for meetings at all times;
• Create and maintain effective internal controls for equipment inventory and management;
• Monitor various activities and contracts –service or maintenance;
• Provide reports to management on regular basis on the activities managed and cost cutting initiatives;
• Monitor, supervise and ensure safety measures are incorporated into all premises/offices;
• Co-ordinate and manage all administrative issues like hygiene, compound cleanness, supply of office utilities and stationeries;
• Develop and maintain up-to-date, effective security measures to protect properties and staff;
• Oversee all maintenance activities and maintain a regular schedule of maintenance for the Company Assets;
• Work hand in hand with the Head of Finance to ensure all staff and organization assets and tools are covered adequately and timely and the respective premiums paid promptly;
• Ensure adequate records of fleet management/movement, and put in place policies /structures to guard against abuse;
• Management of fuel consumption (generator /office cars / contracts;
• Ensure provision transport and logistical services to the staff and the area officers;
• Ensure records management is provided in compliance with the Legal provisions and Company quality standards;
• Ensure provision of all auxiliary and housekeeping services;
• Ensure travel clearance, visas and other necessary travel documents for the Board of
• Directors and staff travelling out of the country on official duties are done promptly

Requirements for Appointment

• Bachelor’s degree in Business Administration;
• Minimum of eight (8) years’ work experience;
• Must have demonstrated ability to handle departmental budgets, resources,
• processes, projects and relationships;
• Must have ability to plan, organize, implement and evaluate departmental goals;
• Must demonstrate ability to handle multiple and conflicting priorities, and work under strict deadlines;
• Should have strong analytical and be result oriented;
• Must have high standards of integrity and ethical practice;
• Must be capable of functioning effectively both as a team player and a team leader;
• Must have management and Leadership skills;
• Must have ability to accurately plan work assignments, prioritize tasks and deliver deadlines;
• Should have problem solving and decision-making abilities;
• Should be an effective communicator with the ability to handle both internal and external communication;
• Should demonstrate ability to identify and respond to risk areas within the department;
• Should have effective people management and conflict resolution skills;
• Must have knowledge in use of MS Office package