Assistant Manager Administration at Insurance Regulatory Authority (IRA)

Job Purpose
The position is responsible for the coordination of the development and implementation of administration policies and procedures in line with the Authority’s Corporate strategy to ensure effective and efficient utilization of all Authority’s resources and assets.

Job Specifications
Duties and responsibilities will entail:

Managerial / Supervisory Responsibilities

• Prepare and implement administrative policies, strategies, and procedures for effective service delivery;
• Coordinate the efficient management of the Authority’s office environment, facilities, and assets;
• Coordinate the functions of the Administration department, including security, drivers, and ensure seamless delivery of services;
• Ensure implementation of occupational safety and health requirements within the Authority;
• Prepare and implement the Department’s annual budgets, annual work plans, procurement, and disposal plans in compliance with applicable laws and regulations;
• Coordinate the implementation of Quality Management System, risk management, and knowledge management in the department;
• Provide mentorship and coaching to staff within the Department;
• Maintain Authority’s assets and property;
• Manage service contracts and service level agreements for outsourced services;
• Initiate and implement renewals of general insurance covers for vehicles, buildings, and equipment.

Operational Responsibilities / Tasks

• Coordinate and ensure implementation of relevant statutory regulations and standards for compliance;
• Review and coordinate the Department’s performance to ensure activities align with the overall strategy of the organization;
• Supervise management of the Authority’s operations such as courier services, transport, records, and security to ensure seamless delivery of services;
• Prepare monthly, quarterly, and annual reports for the department;
• Prepare and monitor the implementation of the departmental budget;
• Establish and manage the Authority’s records management office/registries and ensure safe custody of all records;
• Advise on compliance with internal controls and procedures;
• Coordinate the proper management of records, disposal, and destruction procedures as provided by government policies and procedures;
• Coordinate transport and administration information system, approval of transport requests, and allocation of vehicles;
• Prepare and submit quarterly Performance Contracting reports for the department;
• Coordinate Administration support and logistics management to ensure smooth operations for the organization;
• Coordinate the activities of the Authority’s registries to ensure safe custody of all records;
• Participate in the preparation and implementation of the departmental budget;
• Set performance targets and undertake performance appraisal for direct reports;
• Prepare monthly, quarterly, and annual reports for the department;
• Maintain an up-to-date Authority’s assets register;
• Supervise records management staff, filing systems, facilities, and equipment;
• Coordinate the provision of outsourced services including mail delivery systems, office security, cleaning, catering, and front office reception services;
• Manage office inventory, repairs, and maintenance of office equipment and facilities;
• Identify assets for disposal;
• Prepare the Authority’s assets register;
• Coordinate fleet management and inspection.

Person Specification

• Master’s degree in Social Science, Business Administration, Commerce, Strategic Management, or any other recognized equivalent qualification from a recognized University/Institution;
• Bachelor’s degree in Social Science, Business Administration, Commerce, Strategic Management, or any other recognized equivalent qualification from a recognized University/Institution;
• Six (6) years of relevant experience;
• Management Course lasting not less than four (4) weeks;
• Meets provisions of Chapter Six of the Constitution.

Competencies and Skills

• Strong negotiation skills;
• Strong communication and presentation skills;
• Good mentorship and coaching skills;
• Leadership and supervision skills.