Job Responsibilities

The responsibilities of the officer will include:

i) Providing advice to management regarding administrative policies, procedures, and regulations

ii) Taking the lead in creating and executing administration plans and budgets, both within and outside the department, to ensure efficient and cost-effective administration services throughout KMFRI

iii) Ensuring the efficient delivery of transport, security, and cleaning services

iv) Coordinating the creation of terms of reference for outsourced services

v) Overseeing the implementation of outsourced services

vi) Crafting and enforcing administration policies and strategies to optimize human capital utilization

vii) Developing annual operating budgets and work plans for the administrative department and establishing effective internal monitoring and control systems

viii) Interpreting administration regulations and ensuring compliance for smooth Institute operations

ix) Coordinating disaster management and emergency response initiatives

x) Managing staff appraisals and development within the department

xi) Initiating administrative staff training and development programs and addressing policy matters

xii) Serving as a liaison for administrative matters across functions

xiii) Facilitating meetings, conferences, and special events

xiv) Ensuring the proper maintenance of office equipment and buildings

xv) Generating reports on repairs and maintenance activities

xvi) Managing the acquisition of legal documents such as motor vehicle and asset insurances

xvii) Facilitating the renewal of insurance policies for company property and vehicles

xviii) Supervising the timely settlement of utility bills and related claims

xix) Managing the inventory of the Institute's assets

xx) Coordinating the development of division reports

xxi) Identifying risks and developing mitigation measures within the division

xxii) Providing coaching, mentoring, supervision, and facilitating capacity development within the division

xxiii) Developing and monitoring the implementation of the division's annual work plan and budget

xxiv) Guiding staff performance management within the division