Administration Assistant, Regions at Kenya Power

Job Ref. HR: KP1/5B.2/1/3/1989

This position will be reporting to the Administration Officer in the respective region. The key duties and responsibilities will include;

• Carry out periodic inspection of premises and initiate corrective action.
• Implement office setups, relocations and moves resolving emerging issues arising thereof.
• Implement approved reservation, allocation and distribution of resources and amenities in liaison with internal and external stakeholders.
• Ensure proper housekeeping of all Company premises, appropriate arrangement, cable management and tidiness of spaces, supervision of cleaning services, fumigation, sanitary and associated services.
• Supervise repair of furniture and fittings, provision of signage, office beverages, drinking water, telephone services, mail registry and associated facilities support services.
• Ensure prompt settlement of invoices and utility bills and reconciling statements in liaison with service providers and utility companies.
• Coordinate execution of third party service contracts, planned preventive maintenance schedules as well as corrective repair and maintenance of office furniture and equipment, building components, equipment and plant.
• Initiate payment of related licenses and permits and display licenses and permits as required by various statutory regulatory bodies.
• Maintain records and account for inputs and resources provided for provision of facilities support services.
• Prepare job cards and maintain records of performance of contracted and in-house services.
• Receive and address first line service requests from users and giving feedback.
• Enter service entries and procurement requests in the system.
• Implement safety, health, and environment guidelines and relevant statutory requirements in respect of company premises.
• Monitor recurrent expenditure line with approved contracts and budget ceilings.
• Implement work processes, instructions, and standards on facilities support services.
• Maintain office furniture and equipment movement register and update asset inventory.
• Safe custody of administration documents and records
• Performing any other duties that may be assigned from time to time.

Appointment Specifications

• Diploma in Building Management, Property Management, Business Administration, Social Sciences or related fields from a recognized Institution.
• Member of a professional body in good standing
• Four (4) years relevant work experience in facilities management, administration, building maintenance or building management
• Demonstrated results in work performance
• Good interpersonal and communication skills
• A high degree of initiative & analytical thinking
• Attention to detail and self-driven
• Planning Skills
• Negotiation skills;
• Reporting skills