Head of Administration [Job Grade G.12] at Agricultural Finance Corporation (AFC)

Job purpose:

• The Head of Administration supports the Chief Human Capital and Administration Officer in leading the administration function of the Agricultural Finance Corporation.
• The role is responsible for providing administration services for various head office departments and branches to ensure efficient operations in the Corporation.

Key Responsibilities:

• Manage the daily allocation, scheduling, and tracking of official vehicles to ensure efficient transport services for staff and operations.
• Maintain accurate records of vehicle logbooks, fuel consumption, mileage, and maintenance schedules for the entire fleet.
• Ensure all organizational vehicles comply with legal requirements, including insurance, inspections, and NTSA regulations.
• Monitor and enforce driver safety protocols, including organizing defensive driving training and routine vehicle inspections.
• Oversee leasing agreements for office premises, residential properties, and other facilities, ensuring compliance with terms and conditions.
• Act as the primary liaison between the organization and landlords/tenants, addressing lease disputes, renewals, and rent payments.
• Conduct periodic property inspections to assess maintenance needs, security, and adherence to lease agreements.
• Prepare and review lease contracts, ensuring alignment with organizational policies and government procurement laws.
• Coordinate fleet maintenance and repairs, including sourcing approved garages, approving quotations, and monitoring service quality.
• Manage the acquisition and disposal process of vehicles and equipment in compliance with public asset disposal regulations.
• Monitor fuel usage and implement cost-saving measures to optimize fleet operational efficiency.
• Prepare monthly and annual reports on fleet performance, leasing costs, and maintenance expenditures for management review.
• Supervise drivers and support staff, ensuring adherence to transport policies and work schedules.
• Develop and implement transport and leasing policies to improve efficiency and reduce organizational costs.
• Track vehicle utility, maintenance and running costs in order to ensure economical and responsible utilization of the vehicles by AFC staff;
• Supervise security services to ensure safety of AFC’s assets and staff members at all times;
• Supervise cleaning and staff welfare services such as provision of office tea, arrangement of meeting rooms etc. in line with established policy and budgets;
• Any other relevant work that may be assigned to the job holder from time to time.

Person Specifications:

For appointment to this grade, a candidate must have:

• Master’s Degree in any of the following disciplines: Business Management, Human Resource Management, sociology or related field from a recognized Institution.
• Bachelor’s Degree in any of the following disciplines Business Management, Human Resource Management, sociology or related field from a recognized Institution.
• Minimum period of Fifteen (15) relevant work experience, three (3) years of which must have been in a senior management level;
• Leadership course lasting not less than four (4) years from a recognized institution.
• Professional qualification from a recognized institution;
• Membership to a relevant professional body where applicable and in good standing;
• A valid practicing license/certificate where applicable;
• Proficiency in computer applications
• Fulfil the requirements of Chapter six of the Constitution of Kenya

Key Competencies and Skills

• Communication and interpersonal skills
• Strategic thinking
• Analytical
• Innovative
• Management and leadership skills
• Problem solving and negotiation skills