Assistant Director, Administration at Independent Policing Oversight Authority (IPOA)

IPOA/HR/06/2024:

Job Purpose

Responsible for coordinating administrative support services to ensure that services are provided in an effective and efficient manner in the Authority.

Key Responsibilities/ Duties / Tasks
Managerial / Supervisory Responsibilities

• Lead development, implementation and/or review of policies, strategies, guidelines, plans, standards and procedures that impact on administration services while ensuring compliance to applicable legislations and circulars;
• Coordinate all administrative activities in the Authority;
• Coordinate the general management of transport services;
• Manage outsourced services and assets in the Authority;
• Coordinate disaster management and emergency response initiatives;
• Coordinate maintenance activities, repairs and renovation projects in the Authority;
• Supervise implementation of Authority’s development projects in consultation with the department of supply chain management;
• Supervise timely settlement of the Authority’s utility bills and other related claims;
• Guide organization of Authority’s workshops, seminars and other functions in consultation with supply chain management department;
• Manage inventory of the Authority’s assets;
• Oversee management of records in the division;
• Coordinate development of reports in the division;
• Collaborate with other departments and divisions for effective administrative services;
• Lead in identification of risks and formulate measures to mitigate risks in the division;
• Coach, mentor, supervise and facilitate capacity development activities in the division;
• Lead in the development and monitor implementation of division’s annual work plan and budgets; and
• Guide staff performance management in the division.

Operational Responsibilities / Tasks

• Foster collaborative working relationships with other stakeholders and departments for effective administrative services;
• Develop and implement individual work plan;
• Compile data on corporate annual staff performance appraisal.

Job Dimensions:

Financial Responsibility

• Prepare annual work plan, procurement plan and budgets.

Responsibility for Physical Assets

• Responsible for Office equipment, furniture and records

Decision Making / Job Influence

• Managerial decisions
• Operational decisions

 Working Conditions

• Predominantly in an office setting with occasional field travel.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

• Master’s Degree in any Social Science or its equivalent qualification from a recognized Institution; and
• Bachelor’s Degree in any Social Science or its equivalent qualification from a recognized Institution.

Professional Qualifications / Membership to professional bodies

• Professional qualification and membership to a professional body where applicable;
• Leadership course lasting not less than six (6) weeks from a recognized institution.

Previous relevant work experience required.

• Served in the position of Principal Administration Officer for a minimum period of three (3) years at IPOA grade 6 or for a period of twelve (12) years in administration in the public or private sector.