Wednesday, May 22, 2013

Office Manager

Republic of Kenya

The National Treasury

Infrastructure Finance & Public Private Partnerships Project

Office Manager - PIU 

1 Post

Credit No. 51570 KE

Project ID No. P121019

The Government of Kenya (GoK) in conjunction with the World Bank is implementing a four-year Infrastructure Finance and Public Private Partnerships Project (IFPPP) whose overall development objective is to increase private investment in the Kenyan infrastructure market by improving the enabling environment to generate a pipeline of bankable PPP projects. 

This objective will be achieved through the provision of technical expertise and building capacity to implement the Government’s Public Private Partnerships (PPP) National program. 

The Project Implementation Unit (PIU) is established to implement the IFPPP Project and ensure that the operational, safeguards, procurement, disbursement, monitoring, and reporting aspects of the Project are implemented in accordance with the Financing Agreement and the Project Implementation Manual (PIM).

The PIU is looking for a highly motivated Kenyan to fill the position of Office Manager for a period of one (1) year renewable based on performance.

The Office Manager is expected to perform the following tasks:
  • Assist the Project Manager to make and implement administrative decisions based on a broad understanding of relevant policies or operational requirements at the PIU;
  • Supervise the work of support staff (executive assistant, drivers, messengers, and security);
  • Schedule use of vehicles, meeting room and office equipment;
  • Develop and maintain records management systems (manual and electronic) to ensure efficient and systematic control of the creation, receipt, maintenance and use of documents;
  • Maintain personnel files and records and staff leave roster;
  • Implement systems to ensure the physical security of office premises;
  • Maintain and replenishes the inventory of office supplies;
  • Ensure proper functioning of computer equipment and networks by taking regular back-up of files, recording problems and referring them to the firm(s) responsible for equipment / network maintenance;
  • Liaise with suppliers of goods and services to the PIU;
  • Arrange and coordinate special projects and events, conferences, workshops, office activities, committee and staff meetings;
  • When required, assist the Procurement Specialist in the preparation of the procurement documents; making necessary follow up in the process for procurement of goods and services; follow up on payments due under procurement contracts and help prepare necessary documents for payment;
  • Maintain a proactive calendar for the PIU Project Manager;
  • Screen, filter, prioritize and ensure response to internal and external correspondence for the PIU;
  • Prepare reports, memos, letters and other documents requested by the PIU Project Manager and PIU technical staff;
  • Prepare and follow-up all travel arrangements for PIU staff members;
  • Assist in the Secretariat work of Project Steering Committee (PSC);
  • Carry out any other assigned duties related to PIU.
Qualification
  • A university degree in Business Administration, or a related field.
  • Excellent knowledge of English spoken and written.
  • Excellent organizational, communications and writing skills.
Experience
  • Minimum four (4) years of experience, including one (1) as Office Manager, in a busy office in private or public sector; experience with donor-funded projects is an advantage.
  • Competency with MS Office Applications, hands-on IT experience and basic IT troubleshooting skills.
  • Experience in personnel supervision.
Complete Application documents (curriculum vitae with details of your qualifications, experience, day and evening telephone numbers, email address and names of three referees) in plain sealed envelopes with Position reference and name clearly marked on top should be sent to the address below or placed in the tender box at our offices on the 7th floor, Anniversary Towers, North Tower.

Postal Address:

Project Implementation Unit
Attention: Procurement Specialist
P.O Box 34542 - 00100
Nairobi, Kenya.
Telephone No.: 254 - 20 - 2210271/2210341

Physical Address:

Project Implementation Unit
Attention: Procurement Specialist
7th Floor, Anniversary Towers, North Tower.
Building No.19 Monrovia Street/University Way
Nairobi, Kenya.

Deadline for submission of Applications is Wednesday 5th June 2013 at 1600 hours Kenyan local time.

Procurement Specialist
For: Financial Secretary