Administration Officer at Britam

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.