Job Opportunities at Armada Human Capital

Job Purpose

Responsible for the efficient coordination and management of all procurement functions for our client’s School; and implementing the procurement strategy to support our client’s overall strategy.

Key Responsibilities

• In liaison with the Operations Director, develop and implement procurement policies and procedures of Our client School, implement internal controls that are in line with the policies and procedures.
• Implement the procurement process for our client, and manage and control the procurement budget to maximize savings.
• Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements
• Assist in the development of specifications for equipment, materials, and services to be purchased.
• Develop and maintain purchasing records, reports and price lists.
• Assist in the development of specifications for equipment, materials and services to be purchased.
• Review stock management system to determine re-order requirements, identify the most suitable supplier from the pre-qualified suppliers;
• Receive approved requisitions and prepare and dispatch LPOs as needed for provisions and follow up to ensure timely delivery;
• Monitor unfilled orders and if necessary consult requisitioning managers for alternative specifications, or to guide on alternative suppliers.
• Ensure quality products are sourced and supplied at the best prices.
• Collect and collate information/statistics in preparation for negotiations and renewal thereof of service contracts for equipment and machinery.
• Coordinate the printing and ordering of stationery, price reviews on all types of stationery, obtaining quotations from suppliers to facilitate negotiations for good prices.
• Verify bills against orders before forwarding for authorization and eventually, payment by Finance department.
• Comply with and maintain knowledge of applicable rules, legislation, standards and best practices.
• Establish and negotiate contract terms and conditions, and maintain supplier relationships.
• Administer contract performance, including delivery, receipt, warranty, damages and insurance.
• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
• Develop and maintain constructive working relationships with colleagues and management.

Key Performance Areas

• Obtain value for money from supply chain process
• Effective and efficient coordination of the procurement process
• Promote an understanding of best-in-class procurement competencies for our client

Key Performance Measures

• Goods and services delivered on time
• Receipt of correct order quantities
• Working within reasonable purchasing spend
• Internal customer satisfaction

Academic And Professional Qualifications

QUALIFICATIONS, TRAINING AND EXPERIENCE:

• Bachelor’s degree in Procurement or Supply Chain Management;
• Three years’ procurement and contract management experience, preferably in an academic institution;
• Possession of a professional procurement qualification, such as C.I.P.S;
• Registration with KISM;
• Willingness to put in extra hours in emergencies.
• A degree, diploma or higher qualification in building and construction or engineering
• Fully conversant with Health and Safety issues

Technical knowledge, skills and competencies

• Ability to write narrative and analytical spread sheet reports;
• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required;
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously;
• Ability to work under pressure and to meet deadlines;
• Spoken and written fluency in English desired; and
• Customer service skills
• Conflict resolution skills
• Ability to interact positively with management, and other employees, to promote a team effort and maintain a positive and professional approach.
• Ability to produce a high volume of work in a timely manner, which is accurate, complete, and of high quality.

Experience Required

• At least 6-8 years of relevant and progressive work experience gained working in large educational institutions, 3 of which should have been spent at a supervisory level.

Personal Attributes

• Trustworthiness
• Integrity and professionalism
• Time management skills
• Problem solving and negotiation skills
• Decision making and leadership skills

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Job Purpose

To plan, allocate duties, supervise, and review performance and development of cleaning, hygiene, grounds and maintenance staff. To support by arranging and coordinating facilities to in line with set calendar of events. Conducting regular “walk-throughs” to monitor, review and plan work priorities is an essential part of the role as is good budgetary control.

Key Responsibilities

Ensure that all facilities, buildings and compounds are maintained at the highest standards i.e. cleaning, maintenance, repair & construction works.

Maintenance

• To conduct a monthly audit of facilities and maintain a comprehensive maintenance and repair schedule.
• To take full responsibility for implementing company-wide maintenance SOPs (Standard Operating Procedures)
• To supervise external contractors when necessary
• To keep all equipment maintenance costs to a minimum through preventative maintenance.
• To plan, allocate duties and supervise cleaners, grounds men, and school artisan
• To develop and implement an efficient and effective routine repairs and maintenance program for all school facilities and equipment.
• To attend to repairs and maintenance requisitions in order of urgency and priority; To maintain a logbook where planned/pending and completed jobs are recorded
• To prepare termly reports on performance and challenges of the department
• To implement construction of new and extension of facilities as per approved plans whenever required
• To keep and maintain accurate and correct records of all purchases and issues of materials ensuring that any unused materials are stored securely and accounted for
• To assist with preparation of school functions by providing the required support services.
• To maintain all the firefighting equipment, borehole, water pumps, swimming pool machines and to ensure that such equipment’s are serviced regularly and advise on installation of additional equipment as need may arise
• Co-ordinate, in liaison with the Heads of Schools, the logistics and administrative aspects of various school events in terms of venue arrangements.
• Ensure that urgent repairs and maintenance issues are resolved promptly and effectively
• Ensure that appropriate legal and school regulations regarding health and safety are adhered to by the Facilities and Maintenance teams
• Build a good working relationship with the supervisor’s in charge of security, catering and transport
• Provide information to the school community on facilities maintenance matters and investigate and / recommend corrective action as necessary to resolve complaints

Health And Safety

• To develop a cleaning program
• To allocate and supervise cleaning duties to cleaners ensuring that all the school facilities are cleaned thoroughly on daily basis, and to ensure that all staff and students’ toilets are kept clean, soaps and tissue paper are provided and that the toilets are inspected on daily basis
• To ensure that the school grounds are kept tidy, hedges regularly trimmed, grass mowed so as to improve and maintain the general appearance of the school.
• To ensure that all the flower gardens are maintained and grass watered during the dry seasons.
• Liaise with the County Council and other authorities on issues of permits and other regulatory documents.
• Advises the school on building, health and safety issues.

Management

• Provide leadership to the Maintenance team, ensuring high level of integrity, customer service, discipline and ownership. Lead by example.
• Ensuring that there is dialogue and effective lines of communication to support staff by holding regular meetings
• To handle and resolve staff conflicts and ensuring that staff understand their respective roles and duties
• To develop a training program by assessing the training needs
• Prepare and submit monthly facility maintenance related reports to the Operations Director and Head Teacher.
• Build a good working relationship with the supervisor’s in charge of security, catering and transport

Key Performance Areas

• Preparing cleaning schedules for maintenance workers
• Organising school events and functions
• Ensuring cleanliness and hygiene of the school

Key Performance Measures

• No complaints related to maintenance and cleanliness
  • Clean and attractive compound
  • Zero hygiene related infections especially from the toilets
  • Availability of safe clean water
  • Minimal injuries on the school facilities
• Well-functioning equipment i.e. fire extinguishers, bore hole, water pumps and swimming pool pumps/filters
  • Minimal breakdown of equipment
  • No work related accidents
  • Reduced student related damages in school

Academic And Professional Qualifications

QUALIFICATIONS, TRAINING AND EXPERIENCE:

• A degree, diploma or higher qualification in building and construction or engineering
• Fully conversant with Health and Safety issues

Technical knowledge, skills and competencies

• Customer service skills
• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
• Administrative, management and leadership skills
• Conflict resolution skills
• Ability to interact positively with management, and other employees, to promote a team effort and maintain a positive and professional approach.
• Ability to produce a high volume of work in a timely manner, which is accurate, complete, and of high quality.
• Experience working in a multicultural setting
• Experience and/or understanding of educational programs
• Previous exposure and experience with contract negotiations and project management
• Excellent written and spoken communication skills
• Experience in supervising and training others
• Proven ability to work independently and act ethically
• Strong work ethic, based on proactive planning and personal responsibility
• Systems thinker
• Good team player

Experience Required

• At least 6-8 years of relevant and progressive work experience gained working in large educational institutions, 3 of which should have been spent at a supervisory level.

Personal Attributes

• Trustworthiness
• Integrity and professionalism
• Time management skills
• Problem solving and negotiation skills
• Decision making and leadership skills

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Job Objectives

Manage and direct customer service and logistics to delight meet and where possible, exceed the sales, distribution support and service expectations of export customers for the primary distributors and Modern trade customers. Participate in the planning, development, and execution of strategies to drive best practices adoption and sustainable value creation in order management; forecasting and logistics service provision management.

Primary Responsibilities

Customer Service and Logistics

Manage orders

• Orders are received and accurately processed on the system according to instructions and available stock
• Orders are followed up with Key Account Sales Manager, Area Sales Managers and representatives as well as customers for timely dispatch.
• Orders are received and transferred to the NAV order sheet for ease of capture.
• Order shipments by customer is monitored according to SLA‘s with the customers and feedback given to Sales and Customers directly
• Freight is controlled and monitored with the contracted 3rd party logistics providers
• Order lead times followed up to mitigate any issues that may come up promptly.
• Act as Implant in contracted 3rd party logistics provider warehouse in order to ensure prioritisation, timely and orderly dispatch of orders.
• Making our “Customer’s agenda, our agenda” while ensuring compliance to the Company's standards
• Continuously reviewing customer activity, analyse data, and identify trends taking corrective action and modifying procedures where necessary
• Effective recognition of customer specific opportunities that enhance the Company's Supply Chain performance (e.g. order cycle optimization, improved case fill rate, on time delivery and Logistics Trade Terms compliance)
• Track and monitor Claims, Returns and Refusals
• Prudent filing of Invoices, POD’s and other relevant documents as requested.

Stakeholder Relations

Develop a collaborative relationship with Sales and marketing

• Sales kept informed of pending orders
• Customer relationships managed effectively

Sustained relationship with Logistics Providers

• Ensure orders are delivered on priority and identify any risks immediately for corrective action.
• Give feedback promptly on orders evolution and projections.

Customers

• Order status report and update
• Lead times update. Dispatch attainment with 98% target
• Orders capture accuracy, Prompt pro forma issuance as per SLA, and Accurate + prompt Invoicing -100% target compliance.
• Case fill rate report. Target is 98% Minimum.
• Structured reviews and updates. Current and future opportunities, challenges and resolutions - target weekly.
• Order turn around report per customer on a weekly and monthly basis. To ensure lead times are adhered to from time of receiving order and dispatch.

Educational Requirements & Work Experience

• Business Administration, Marketing or similar business degree. Ideally graduated from a recognized university.
• Bachelor’s Degree in Supply Chain/Procurement/Logistics or Business Management;
• Graduate Diploma (Chartered Institute of Purchasing and Supply - CIPS) or any other National Higher Diploma in Supply Chain or Logistics will be an added advantage;
• Excellent IT Skills with a background experience with an ERP system;
• Experience in customer service and distribution will be an added advantage;

KEY COMPETENCIES

• Strong communication and organizational skills;
• Strong business perspective understanding;
• Passion for working with customers, internally and externally;
• Shows a strong desire to develop trust and long term relationships;
• Strive for service improvements and be proactive and responsive to customer demands; and
• Strong analytical thinking.

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Job Purpose

To ensure timely fee collection and other financial duties as assigned by Finance and Administration Officer

Key Responsibilities

• Ensure timely collection of school fees
• Prepare, examine, or analyze accounting records, financial statements, or other financial reports toassess accuracy, completeness, and conformance to reporting and procedural standards.
• Develop and provide timely financial accounting reports for management consumption
• Compute taxes owed and prepare tax returns, ensuring compliance with payment, reporting or other tax requirements.
• Analyze business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
• Maintain or examine the records pertaining to regulatory agencies.
• Advise management about issues such as resource utilization, tax strategies, and the assumptions underlying budget forecasts.
• Represent the school in discussions with the revenue authority and provide support during litigation involving financial issues.

Key Performance Areas

• Ensure timely fees collection
• Manage petty cash
• Manage all salary payments and deductions eg NSSF, NHIF

Key Performance Measures

• Timely collection and banking of school fees
  • 100% clear, complete and comprehensive record keeping eg petty cash transactions, bills, invoices
  • The school meets the statutory tax requirements
  • Timely submission of reports to the Finance Officer

Academic And Professional Qualifications

QUALIFICATIONS, TRAINING AND EXPERIENCE:

• First degree in business administration or equivalent
• CPA or equivalent qualification

Technical knowledge, skills and competencies

• Strong analytical and organisational skills
• Ability to prepare standard financial reports on a regular basis
• Proven computer literacy in Microsoft Office or related programs
• Experience in using financial accounting packages and working in a computerised environment
• Proven ability to work well with a diverse range of internal and external stakeholders and to act ethically
• Strong work ethic, based on proactive planning and personal responsibility
• Customer service skills

Experience Required

• Over 5 years of relevant work and progressive experience preferably gained through working in a busy service oriented organization

Personal Attributes

• Critical thinking skills
• Trustworthiness
• Undoubted integrity
• Time management skills
• Good communication skills