Administration Officer at Britam

Job purpose & Key Responsibilities:

To role holder is responsible for the daily efficient running and professional handling the Britam Administration Service Desk in accordance with the Administration Policies and Procedures manual.

Key responsibilities:

• Ensure daily smooth running of Britam offices and Branches by liaising and working with the various outsourced service providers to ensure quality of services rendered.
• Participate in the preparation and development of sectional budget and monthly monitoring of the department’s expenditure.
• Promptly respond and address queries (email/calls) raised to the Administration email group, on a frontline level.
• Overseeing the renewal and evaluation of all contracts relating to provision of administrative services.
• Ensure timely repairs of office furniture and equipment to prevent further damage and avoid inconveniencing users.
• Ensure effective access rights management through appropriate access cards encoding/deactivating.
• Maintain an updated record of temporary and contractors access cards; and clear accountability on utilization of the access cards.
• Facilitate all travel logistics for staff by working with the stipulated travel agencies and other related contracted service providers (hotels and car hire), whilst ensuring cost savings for the company.
• Ensure the regular maintenance of all company vehicles i.e. servicing, cleaning, insurance and fueling Britam cars and the Mombasa Office generator.
• Facilitate the on boarding of staff onto the relevant staff benefits such as AA Kenya membership, business cards.
• Ensure renewal of all business permits for all Britam offices and other annual relevant office renewals i.e. MCSK, DSTV, Postal Boxes.
• Effectively manage the different parking allocations schedule for staff.
• Review and consolidate accurate admin operational reports and schedules for decision making.
• Ensure regular maintenance and timely identified repairs of office equipment, water dispensers and the access control equipment.
• Expedite monthly utility payments for Britam offices i.e. electricity and telephone.
• Facilitate office set-up, refurbishments and closure.
• Facilitate efficient daily running of the Executive Dining and the Staff Canteen.
• Identify administrative issues that arise with quick resolution to ensure organizational effectiveness.
• Develop and foster good working relationships with vendors.
• Effectively carry out any other duties as may be assigned by the direct supervisor from time to time.
• Observe strict adherence to the company’s Administration processes and procedures manual.
• Deliver on performance requirements as defined in the departments’ strategy map, balanced scorecard and Personal Scorecard.

Key Performance Measures:

As described in your Personal Score Card.

Knowledge, experience and qualifications required:

• Bachelor's degree in a business related field.
• 3 to 4 years’ experience in a similar role.
• Experience in Travel and Facilities Management.
• Knowledge of ERP (Oracle) system and/or experience would be an advantage.
• Strong computer and business solutions software skills.
• Strong analytical and problem solving skills.

Technical/ Functional competencies:

• Excellent customer service skills.
• Time management and analytical skills.
• Great interpersonal skills.
• Knowledge in diversity management.
• Ability to drive change.
• Stakeholder Management.
• Report writing-ability to develop reports. 
• Strategic Planning.
• Ability to multi-task.
• Decision making – ability to make strategic decisions in a timely and effective manner. 
• High moral and ethical standing.
• Highly motivated.
• Able to handle pressure and work under minimum supervision.