Jobs at Kenya Institute of Management

Job Description Position:

This position will be responsible for providing efficient and effective driving and clerical support services to help achieve the overall objective of the Institute.

Responsibilities

• Drive the attached vehicle safely and comfortably and must exercise defensive driving for the safety of KIM staff and all authorised persons.
• Observe and enforce security of vehicles attached to you, securing vehicle keys and ascertain that they are safe, clean and are mechanically fit for use all the time.
• Conduct routine check-up of the vehicle engine oil, break functions, water, light and ensure that all documents such as Vehicle insurance and NTSA are well updated.
• Monitor expiration and renewal of driving license without causing any inconvenience
• Collect and deliver institutes documents as directed by the supervisor
• Liaise with the supervisor in monitoring and issuance and safety of institute office keys
• Compile monthly report on your work progress such as fuel report, car hires and taxis and mails reports.
• Complete various forms and records including updating route sheets, maintenance sheet, field trip forms, incident and accident reports etc
• Ensure renewal of city council permits for the offices and parking on time

Key Qualifications and experience

The successful candidate for the above position must have

• at five years’ experience
• Kenya Certificate of Secondary Education (KCSE)
• Valid Driving License Class BCE.

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Job Purpose

Deputise the head of finance and admin to oversee accounts receivable management creditors management, taxation, treasury management and ensure compliance of finance statutory (maintaining internal control systems)

Responsibilities

• Management of credit control function to ensure the revenues are well captured in the system to manage cash flow.
• Management of creditors to ensure that payments are done in a timely manner.
• Ensure proper management of funds through preparation of monthly and weekly forecasts to maintain the institute’s sound liquidity and reputation.
• Supervise bank reconciliations to ensure data is properly captured and all transactions are in order.
• Management of fixed assets, policies and procedures to ensure employees have a conducive working environment and customer satisfaction. They can also be used as collateral in case the institute requires extra funding.
• Carry out project related financial planning to ensure well utilisation of funds.
• Train and develop departmental staff in liaison with Human Resource through carrying out a training needs assessment to enhance their skills and competence.
• Deal with external customers such as auditors, banks, service providers and supplier to ensure compliance and seamless information flow.
• Ensure all insurance policies are in place to safeguard assets and staff of the institute.
• Supervise proper book keeping and filing to ensure all transactions are captured well.
• Tax planning and management for compliance with the regulator to avoid penalties.

Qualification

• Bachelor’s degree from a recognised institution
• Minimum level of personal and professional experience required to perform effectively in the role:
• Be a CPA finalist and a Member of ICPAK
• Minimum months or years of experience required to have to be appointed to the position : Five (5) years’ of relevant experience

Key Performance Indicators

• Timely Financial Reporting
• Internal Financial controls in place
• Financial policies in place
• Timely preparation and review of Institution Budget
• Cost efficiency

Behavioral

• Models experimentation and learning from trying new approaches.
• Leverages on the strength of other to accomplish the set objectives.
• Monitors clients’ satisfaction and makes/recommends changes to work processes or systems to improve results.
• Empowers the team to be effective and champions continuous improvement.

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Job Purpose

This position entails providing support to users, training them, liaise with suppliers on ICT equipment and repairs and taking ICT assets inventory.

Responsibilities 

• Coordinate and prioritize advanced ICT support service and advice as required across the institute.
• Support Microsoft Dynamics NAV application and configure SQL server.
• Configure and test ICT equipment and networks, including hardware, peripherals, and software and ensure efficient performance and appropriate default settings.
• Monitor performance of and to diagnose and resolve most network infrastructure, software and hardware faults, and perform a range of maintenance repairs and upgrades.
• Work with the team in the delivery of projects and support as required including ICT security and efficient use of resources including purchase of appropriate equipment.
• Advise on, co-ordinate, and monitor Health and Safety and audit checks including electrical testing, warranties, licenses and risk assessments.
• Support and develop the system recovery processes to minimize the risk and impact of a serious disaster and threats to continuity (including co-ordination of appropriate backup regime and virus protection.
• Assist in strategic business and financial planning to ensure ICT service meets the Institute’s strategic vision.
• Undertake available training opportunities and demonstrate a commitment to continuous development.
• Perform maintenance of serves to minimise breakdowns and interruptions to users.
• Reset, add, delete users in Google apps and Active Directory for efficiency of operations
• Monitor internet connectivity for the entire institute and report and liaise with providers to ensure there is at least 90% uptime internet connectivity.
• Create user manuals for new applications introduced to educate the user on how to use the application.

Qualification

• Bachelor’s Degree in Computer science or Information Technology or Business Information technology.
• Minimum level of personal and professional experience required to perform effectively in the role:
• CISCO
• Microsoft Servers
• Minimum of one(1) year of relevant work experience

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Job Purpose

This position is responsible for the management of procurement services of goods, services and works for the Institute as per the Institute’s procurement policies and procedures.

Responsibilities

• Provide leadership in the automation of procurement process in Enterprise Resource Planning (ERP) in liaison with ICT department.
• Ensure adherence to procurement procedures and standards through creating awareness to the users on the processes to be followed.
• Ensure availability of quality goods and services ordered and prompt delivery of the same to the user through timely processing of the requisitions placed.
• Manage an efficient supply base through open tendering and prequalification process for all goods & services used by the institute.
• Secretary to the procurement committee which oversees the large procurement for the institute.
• Ensure cost rationalization by carrying out price surveys to determine price trends to help suppliers’ appraisal.
• Manage supplier relationships through maintaining good communication and timely processing of payments for mutual benefit of the institute and the suppliers.
• Production of management reports to inform the management on decision making.
• Supervise and train staff in the department to enhance work efficiency.
• Advise the management on internal control to be applied in procurement to enhance efficiency.

Qualification

• Minimum level of academic qualification, skills and knowledge required to perform effectively in the role:
• Bachelor’s Degree in Business Management, Commerce or any other related field.
• Minimum level of personal and professional experience required to perform effectively in the role:
• Be a member a of Kenya Institute of Management or Charted Institute of Purchasing and Suppliers
• Three(3) years of relevant experience

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Job Purpose

This position is responsible for provision of leadership, strategic and operational direction to ICT department.

Responsibilities

• Evaluate user needs and system functionality and ensure that ICT facilities meet these needs.
• Plan, develop and implement the ICT budget, obtain competitive prices from suppliers to ensure cost effectiveness.
• Schedule upgrades and security backups of hardware and software systems.
• Research and install new systems to keep up to date with the changing technology
• Guarantee the smooth running of all ICT systems including antivirus software, print services and email provision.
• Ensure that software licensing laws are adhered to in regard to the institute’s policy and guidelines.
• Provide secure access to the network for remote users to ensure confidentiality and security of the institute’s files and databases.
• Secure data from internal and external attack through continuous security audit.
• Offer users appropriate support and advice for efficiency and customer satisfaction.
• Manage crisis situations which may involve complex technical hardware or software problems.
• Mentor and train new ICT support staff to have a competent and motivated.
• Analyse information needs and specify technology to meet those needs.
• Formulate and direct information and communication technology (ICT) strategies, policies and plans.
• Direct the selection and installation of ICT resources and the provision of user training.
• Direct ICT operations and setting priorities between system developments, maintenance and operations.

Qualification

• Bachelor’s Degree in Information Technology and Computer Science from a recognised institution
• CCNA, CCNP, CISSP or Project Management
• Five (5 )years’ of relevant experience

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Job Purpose

This position is responsible for coordinating overall administration of the department which a conducive working environment, data management, leave management and general cleanliness of the office.

Responsibilities

• Assist in data management and profiling by entering and updating employment and status-change data including appointments, probation, promotions, transfers, separations, confirmation dates, end of contracts and staffing changes for all the months and preparation of related periodic reports.
• Manage all types of leave i.e. study, annual, paternity and compassionate for the entire institution including the branches, leave schedules and leave administration for all staff.
• Supervise the tea and outsourced cleaning personnel to create a conducive working environment for the staff.
• Provide general clerical and administrative support to the Human Resources Division; compose and type letters, memoranda, and other correspondence related to assigned human resources programs and activities; prepare a variety of reports including technical reports and status reports pertaining to human resource management program.
• Assist in ensuring that all staff have up to date Job Descriptions and their files are neat and tidy, up to date and properly kept in safe custody.
• Perform a variety of general office support duties; make copies; maintain calendar of activities, meetings, and various events for assigned staff; process mail including receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages and order office supplies.
• Set up the board room or any other designated room for Monday Sharing Sessions, interviews and other HR meetings.
• Assist in analyzing staff needs and performance reports include appraisal, training needs analysis and general performance of employee including PIP.
• Follow up with medical providers for KIM employees ensure they are covered and issue them with medical cards.
• Process staff badges for all employees including new employees.
• Assist in the development, communication and enforcement of the Institute’s policies, procedures and code of ethics to govern staff and stakeholders on ethical practices of the Institute.

Qualification

• Diploma in Human Resource from a recognised
• Member of IHRM
• Two(2)years of relevant work experience

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Job Purpose

This position is responsible for coordinating and running KIM School of Management (KIMSOM) examination evaluation and general quality assurance of the whole exam process.

Responsibilities

• Coordinate and supervise the exam setting by undertaking exam need analysis and assembling a team of examiners for the purpose of exam setting
• Coordinate test item development by overseeing coding, typing, typesetting, and the weighting of test items for general traceability and ease in retrieval of exam papers.
• Conduct exam moderation to free the test items of intellectual skill-set errors and to generally ensure the exam is free from errors and within the learners range.
• Proof read/ coordinate proof reading to ensure that the papers are free from grammatical errors and that corrections made at exam moderation are accurately captured.
• Undertake selection of the final exam papers- [final papers (99) and other two emergency papers (198)] by comparing relevancy of test items (approximately 12 per paper) to past four exam series in order to eliminate test item duplication, and their consequential custody.
• Undertake quality assurance of the exam process by ensuring integrity, confidentiality and security in the exam development process in a manner that portrays positive image of the KIMSOM examinations.
• Run the exam printing and distribution to various KIM Branches in a secure manner that upholds integrity of the institute.
• Participate in the graduation meetings as scheduled throughout the year, lead in the rehearsals and processions and final name calling of the qualified grandaunts.
• Undertake membership recruitment of at least three members in a year.
• Oversee the transition in evaluation from old to new curriculum and generally ensure compliance to government regulations/ requirement.

Qualification

• Master degree from a recognised institution
• Five (5) years’  of relevant experience

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Job Purpose

The role is responsible for design of the monthly management magazine as well as develop marketing and communications creatives for the Institute and other clients.

Responsibilities

• Responsible for timely design of management Magazine and ensure it has readership appeal.
• Develop creative graphic designs for Institute’s print and online media. This will include, direct mail-shots, branded promotional items, website and social media graphics, posters, flyers, brochures, magazines, reports and other marketing and communication materials as needed.
• Receive and execute advertisement briefs from various clients (both internal and external), ensuring high quality creatives within expected timelines. This involves assisting external clients in generation of advertisements to be placed in the Management Magazine.
• Responsible for designing of magazines for external clients.
• Effectively manage work-flow for the design staff to meet design deadlines for all creatives required and manage resources within the section effectively.
• Conduct constant research of various design concepts to ensure fresh and innovative creatives for all marketing and communications needs.
• Liaise with the Editor to ensure strict deadlines and standards are adhered to in the production of Management Magazine and also liaise with the Photographer in directing cover photos for Management Magazine.
• Participate in the development of media/photo library and Archive and back up all creatives effectively and in a timely manner.
• Ensure that a daily log of incoming and executed design jobs is well kept to monitor progress of work done.
• Ensure the downloading and cataloguing of photos from subscribed online sources for the Management Magazine.
• Produce monthly reports on the design work flow to give update on the preparation of the Issue of the Magazine.
• Plan, schedule and execute photoshoot with story sources and clients and professionally direct photoshoots to achieve high quality images.
• Maintain a photo gallery and working closely with the designer to ensure that relevant images are sourced that correctly illustrate article or a story.
• Improve image quality through editing and ensure that images are correctly captioned in a magazine.
• Advise magazine clients on the best and relevant pictures to use for advertising features.
• Develop concepts photos that best illustrates a story in the Magazine.

Qualification

• Bachelor Degree in Graphic Design or any other relevant field.
• Membership to Design Kenya Society
• Three(3) years of relevant work experience

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Job Purpose

Reporting to the Head of Communication and Corporate Affairs, this position is responsible for coordination of the production of MANAGEMENT magazine that includes conceptualising story ideas, writing and assigning stories and ensuring quality of the publication.

Responsibilities

• Responsible for Implementation and operationalization an Editorial Policy to guide the operations of the publication.
• Tasked with implementation and operationalization of style guide with editing styles and guide to ensure consistency and quality of publications.
• Participate in the development of an annual calendar and carry out Monthly review of the themes and cover personalities to ensure proper and timely planning for stories and aid advertising department on advertising features and supplements and Organizes meetings with writers and editorial team members to discuss ideas for artwork, layout and features
• Ensure timely filing of monthly reports based on post-mortem meeting after every issue to enhance improvement on quality of magazine and monitor progress as per operational plan
• Write and coordinates reader surveys to establish market trends and gaps in our publication and to know tastes and preferences of the readers
• Oversees the layout, appearance, artwork, design, photography and content of Magazine for quality check before release of the monthly issue.
• Generates story ideas, commission articles from freelance and in-house writers to be featured in the magazine.
• Edits, proofreads, and re-writes articles to ensure editorial quality 0f the content before publication of the magazine.
• Oversees social media and website updates for the Magazine to ensure timely update of the social media and website on monthly edition articles for publicity.
• Organize and participate in monthly meeting with the Management Magazine team to review previous magazine issues and plan for upcoming editions
• Manages relationship between the institute and freelance writers and columnists, including negotiating payments with freelance writers
• Works with marketing executives to develop advertising supplements
• Market and sell Management Magazine advertising space and subscriptions
• Plan the content of publications according to the publication’s style and editorial policy through creation of a flat plan
• Resource and external editor to engage in offering expertise advise to the content that has been generated to be published

Qualification

• Bachelor’s Degree in journalism or any other related field
• Be a member of media Council of Kenya
• Five (5) years of relevant work experience.

Key Performance Indicators

• Quality of articles Published
• Quality of photos Published
• Timeliness of the Magazine
• Prominence of writers
• Social media presence
• Meet financial targets
• Quality of the whole magazine

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Job Purpose

This position is responsible administration of standardised exams, marking and release of credible results (CATs, WBA and end of semester examination) according to the institution policies and procedures.

Responsibilities

• Select suitably qualified examiners and suitable marking centres to ensure quality in the marking of examination.
• Maintenance of an appropriate examiner data bank to facilitate timely examination marking and release of results.
• Selection and training of qualified examinations temporary staff to assist in the data capturing and entry.
• Establishment of standard policies, procedures, rules and regulations that govern exam administration, marking and release of examination results.
• Manage the storage and safe custody of examinations material and disposal for reference purposes and maintain security measures.
• Ensure accuracy in the marking process to uphold the quality of the process and standards of the institution.
• Timely management of the examination administration, marking and releasing of results through rightful scheduling and timetabling.
• Accurate and timely processing of payments for the temporary staff and examiners to avoid over claims and maintain a good relationship.
• Establishment of efficient and effective communication channels with examiners and other stakeholders.
• Coordination of the graduation meetings for planning to ensure seamless graduation ceremony.
• Coordinate regular training of examinations temporary staff and examiners to keep them up to date.
• Coordination of examination results awards meetings to ensure fairness in awarding of grades.

Qualification

• Bachelor’s degree from a recognised institution
• Minimum of  4 years’ experience
• Leadership skills
•  Communication skills
• Interpersonal skills

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Job Purpose

This position is responsible for the coordination and management of the exam date processing processes and system analysis.

Responsibilities

• Supervise data entry process, data processing and correct of any errors before releasing the results to ensure the hardcopy results are aligned to the soft copy in the system and ensure there are no errors.
• Analyse the examination data to make it easy to understand for the award presentation committee.
• Solve queries that arise from the exam results in a timely manner and ensure customer/client satisfaction.
• Lead the printing of the transcripts and certificates and ensure authenticity and adherence to KIM standards.
• Coordinate the compilation of candidature bookings per exam series to have one combined schedule due to many branches across the institute.
• Lead the confirmation of CATs and WBA (Work Based Assignments) and audit of the same to ensure integrity and consistency in the institution.
• Exam printing and distribution to ensure security of the exams and uphold integrity in the whole process.
• Clearing of grandaunts, preparation of the graduation list and other documentation for the institute to ensure accuracy and they meet the institution standards.
• Coordinate the record digitalisation of the score sheets and candidate registers for ease of reference and retrieval.

Qualification

• Bachelor’s degree from a recognised institution.
• Four(4) years’ of relevant experienceLeadership skills
• Communication skills
• Interpersonal skills

Key Performance Indicators

• Exam results (timely, no errors, reduction of enquiries)
• Minimal errors in certificates
• Accurate reports
• Reduced query response time

Competencies

• Data Analytics
• Knowledge of Enterprise Resource Planning
• People Management skills
• Computer literacy

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Job Purpose

The job acquire, organize, control and disseminate relevant and timely information to library users, also performs technical services involve processing and classifying newly acquired information materials.

Responsibilities

• Oversee and coordinate newly acquired information materials to update the library collection and meet the needs of the user.
• Coordinate the updating of library holding database, shelf list and accession register.
• Coordinate weeding of information materials from the library shelves.
• Participate in stock taking exercise and preparing of quarterly stock taking reports.
• Ensure accuracy of data on KOHA especially when checking out to provide accuracy of information.
• Identification and selection of relevant information materials in regard to the current market needs.
• Ensure security of information materials against loss/theft, mutilation.
• Conduct e- resource training, OPAC training and literature search to users.
• Organize library materials in shelves and racks for easy access.

Qualification

• Degree in Library and Information Science from recognised institution
• Member of Kenya Library Association
• Two(2) years of relevant work experience

Key Performance Indicators

• Library users abide by the rules and regulations as stipulated in the library policy.
• The library is opened to users in good time as per the rules
• Library users access and retrieve information with ease.
• Information materials are processed on time.
• Ensure security of all the information materials in the library.
• Library housekeeping practices are adhered to.

Competencies

• People Management
• Knowledge on Enterprise Resource Planning
• Record Keeping
• Report writing
• Marketing skills
• Public Relations
• Basic Accounting skills
• Library Management
• Knowledge of an Integrated Library system(ILS)
• Knowledge of Open source Software process and applications

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Job Purpose

This position is responsible for the coordination and management of the exam date processing processes and system analysis.

Responsibilities

• Supervise data entry process, data processing and correct of any errors before releasing the results to ensure the hardcopy results are aligned to the soft copy in the system and ensure there are no errors.
• Analyse the examination data to make it easy to understand for the award presentation committee.
• Solve queries that arise from the exam results in a timely manner and ensure customer/client satisfaction.
• Lead the printing of the transcripts and certificates and ensure authenticity and adherence to KIM standards.
• Coordinate the compilation of candidature bookings per exam series to have one combined schedule due to many branches across the institute.
• Lead the confirmation of CATs and WBA (Work Based Assignments) and audit of the same to ensure integrity and consistency in the institution.
• Exam printing and distribution to ensure security of the exams and uphold integrity in the whole process.
• Clearing of grandaunts, preparation of the graduation list and other documentation for the institute to ensure accuracy and they meet the institution standards.
• Coordinate the record digitalisation of the score sheets and candidate registers for ease of reference and retrieval.

Qualification

• Bachelor’s degree from a recognised institution.
• Four(4) years’ of relevant experienceLeadership skills
• Communication skills
• Interpersonal skills

Key Performance Indicators

• Exam results (timely, no errors, reduction of enquiries)
• Minimal errors in certificates
• Accurate reports
• Reduced query response time

Competencies

• Data Analytics
• Knowledge of Enterprise Resource Planning
• People Management skills
• Computer literacy