Principal Administration Officer, Administration (Administration Division) at Kenya Institute for Public Policy Research and Analysis (KIPPRA)

Job Specifications

Duties and responsibilities will entail:

• Providing input in formulation, implementation and review of departmental annual work plans, budgets and procurement and asset disposal plans in line with the Corporation’s performance targets and strategic plan
• Providing technical input to ensure continuous improvement of business processes and controls in the section and develop mechanisms for corporate consultations
• Supervising execution of risk management policy and strategies that ensure the Section has a robust system and processes of accountability, risk management, internal controls, business continuity and succession management
• Contributing to a corporate culture that promotes ethical practices and good citizenship within the Section
• Supervising implementation of a robust performance management system within the Section through monitoring on the delivery of the annual performance contract and the strategic plan
• Overseeing implementation of principles of Corporate Governance, relevant national policies, guidelines, and directives within the Section
• Developing, implementation and reviewing of policies, strategies, frameworks, work plans, budgets, legislations, guidelines, standards, norms, rules, procedures, and regulations for the department;
• Ensuring compliance with statutory obligations related to health and safety, HIV and Aids, alcohol and drug abuse, gender and disability and related statutes;
• Identifying proper office accommodation and layout for the KIPPRA’s staff;
• Implementing work environment surveys recommendations to improve and ensure conducive work environment for staff;
• Running day-to-day administrative activities of the Institute;
• Coordinating provision of transport and logistics;
• Supervising general cleaning of offices;
• Identifying unserviceable and obsolete assets for disposal;
• Compiling monthly utilization and expenditure data of all the Institute’s vehicles;
• Updating and maintaining a catalogue of all KIPPRA’s assets and properties;
• Coordinating maintenance and repair services of all vehicles of the Institute;
• Coordinating follow-up of payments of bills for common services including renewal of vehicle insurance policies and licenses and electricity bills;
• Supervising outsourced administrative services;
• Ensuring maintenance, storage and security of files and records;
• Maintaining a Risk Management Register and advising on mitigating measures for addressing risks in the department;
• Developing and implementing business continuity plans in the department;
• Implementing Business Process Re-engineering (BPR) in the Department; and
• Facilitating stakeholder engagement and foster a corporate culture that promotes ethical practices and good corporate citizenship.

Job Specification

Qualifications

Person specifications

For appointment to this grade, a candidate must have:

• Cumulative Service period of at least nine (9) years’ of relevant experience, three (3) of which should have been at the grade of Senior Administration Officer or comparable position
• Bachelor’s degree in any of the following disciplines: Public Administration, Business Administration, Political Science or equivalent qualification from a recognized institution;
• Certificate in management course lasting not less than four (4) weeks from a recognized institution;
• Membership from a professional body and in good standing;
• Proficiency in computer applications;

Functional Skills, Behavioral Competencies and Attributes:

• Analytical skills
• Management and supervisory skills
• Communication and interpersonal skills
• Presentation skills
• Team building skills