Administration and Compliance Executive

Date Posted: Nov. 14, 2022, 5:54 a.m.

Corporate Staffing Services

Job Description

Job Purpose

  • To provide independent oversight, compliance, and assurance for all departments.
  • To offer operational and administrative support to all departments/staff members
  • To be responsible for all shared resources within the branch.

Job Responsibility and Accountability

  • Inventory management by ensuring that monthly stock takes are done for all locations, variances reported to the respective HOD’s and appropriate action taken.
  • Perform monthly inventory, cashier, petty cash spot checks for all locations.  
  • Review all the petty cash expenses for all locations before submitting to finance for reimbursements.
  • Items issued on consignments – Ensuring all paperwork processed in accordance procedures and follow-up with respective staff to ensure returns within the stipulated time frame.
  • Manual delivery notes-Responsible for ensuring all items dispatched on manual delivery notes have been approved by the managers and system stock updated within the 72 hours.
  • Pending Location Transfers – to ensure all stock entries and exits are processed in Orion from both ends – the receiving and dispatching;
  • Responsible for ensuring compliance to policies and procedures for all departments.
  • Work closely with the respective managers in ensuring all banking’s for all locations are done daily.
  • To liaise with the branch managers in driving cost optimization initiatives for the region. E.g., on transport, electricity, office consumables
  • Continuously provide feedback to HQ on all relevant activities which can impact the branch performance in any manner.
  • Perform audits/reviews for all locations as per the IA procedures and as guided by the internal audit manager.
  • Resolve all critical customer related issues in liaison with the respective manager.
  • Ensure that all items procured locally for all departments are sourced at competitive pricing and procurement is undertaken in accordance with the company standard operating procedure; 
  • Work closely with HR in ensuring HSE measures are put in place, staff trained and full compliance to the policies and regulatory requirements.
  • Ensure staff leave management is monitored in liaison with other managers as guided by HR.
  • Resolve any staff issues, complaints & queries with assistance from HR department.
  • Managing the outsourced 3PL Transporters in accordance to contractual agreement.
  • Supervise all disposals done for all the departments E.g., customer units, company assets, records, cannibalized units etc.
  • Oversee the office repairs and maintenance as guided by the responsible department.
  • Responsible for all company assets for all locations.
  • Ensure that all welfare facilities i.e., first aid boxes, dining areas, washrooms, kitchen etc. meet the requisite hygiene standards and operate efficiently as per the standard operating procedures.
  • Liaise and coordinate with local governing bodies for relevant business licenses and without any interruption to the business.
  • Escalate to the respective HOD’s & Internal Audit Manager on any shortcoming in any given area.

Qualification

  • A Minimum qualification of a degree in any business-related course.

Experience

  • At least 5 years’ working experience with 3 years’ experience in a leadership role from a service industry back ground.
  • Strong finance and operational back ground.
  • Experience in service, retail or engineering related field will be an added advantage.
  • Proficient in English & Swahili (both verbal and written).
  • Proficient in relevant computer applications

How To Apply

If you are up to the challenge, possess the necessary qualification and experience; kindly send your CV only quoting the job title on the email subject to [email protected] or [email protected]

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