Job summary
The job holder will ensure that staff and visitors
are driven to their destinations in a safe and timely manner and provide weekly
and monthly motor vehicle reports. S/he will ensure high standards of
maintenance and repairs of office facilities and equipment, conduct safety
checks to ensure that the office is hazard free in addition to providing
general administrative support.
Roles and responsibilities
Driving: 50%
- Ensure that staff and visitors are driven in a safe and timely
manner.
- Ensure that appointments for pick-ups/ drop-offs are timely.
- Ensure that all journeys are recorded on the log sheets and
signed for by the passenger.
- Prepare monthly vehicle reports as per the motor vehicle
management policy for review and sign off by the line manager.
- Co-ordinate with the Administrative assistant (reception) in
preparation of daily work schedules.
- Take utmost good care of TMA vehicles and report any
incidences to the line manager as soon as they occur.
- Ensure that the vehicles are secured in the office premises at
the end of each day.
- Ensure safe parking of TMA vehicles during travel out of the
duty station.
- Ensure that service on all vehicles is carried out when it is
due.
- Follow up with the designated garages on repair and
maintenance works and confirm actual works done before collecting the
vehicle.
- Ensure the vehicle is always clean and tidy.
- Follow up with the line manager to ensure timely renewal of
vehicle insurance.
- Prepare monthly motor vehicle fuel top up requests as per the
motor vehicle management policy.
Office administration: 50%
- Manage office assets with requisitioning and tagging.
- Stationery management i.e. requisitioning, issuance and stock
taking.
- Conduct safety checks to ensure that the office is hazard free
and document any required actions.
- Undertake maintenance and repair works for office assets,
fixtures and fittings.
- Supervise contractors in the office.
- Manage maintenance and service schedules for office equipment
like printers, Acs, fire equipment, etc.
- Renew business permits, certifications and membership
licences.
- Document management, filing and archiving.
- Follow up and track implementation of health, safety and
security audit recommendations across TMA.
- Provide support in ensuring compliance with travel policies
and procedures.
- Cover for the receptionist whenever required.
- Any other duties assigned by the line manager.
Corporate level responsibilities
- Promote and adhere to TMA’s core values and ensure compliance
with organisational policies and procedures.
- Maintain zero tolerance to bribery, fraud and corruption, and
ensure the immediate reporting of any corruption or suspect behaviour that
threatens TMA’s reputation.
- Adhere to the safeguarding policies and procedures and
immediately report any safeguarding concerns.
- Any other related responsibilities that may be assigned by the
line manager from time to time.
- Apply the highest standards of controls and risk management
practices and behaviours and embed a positive risk and control culture.
- Demonstrate prudence, sound judgement and appropriate and
timely escalations in management of all types of risk (including fraud
risk) applicable to my role.
- Understand and comply with the relevant end-to-end processes
including applicable risks and controls.
- Seek to identify, understand and escalate risk
events/incidents/ issues on a timely basis focusing on fixing root-causes
and taking ownership of identified mitigating actions.
- Complete all relevant mandatory trainings within the
stipulated timelines.
Academic and professional qualifications
- Diploma plus two years’ relevant experience or Secondary
school leaving certificate plus five years’ relevant experience.
- Technician certificate or diploma in electrical studies,
plumbing works or related field.
Work experience
- A valid driving licence (BCE) with five years of accident-free
driving.
- A Certificate of Good Conduct that is up to date is mandatory.
- Technical skills and behavioural competencies
- Computer literate with basic proficiency in MS Office
applications.
- Ability to handle multiple tasks and provide regular feedback
on progress.
- Good planning and organising skills, ability to prioritise,
pay attention to detail, and work with minimum supervision.
- Demonstrable interpersonal skills and ability to build good
working relationships.
- Good oral and written communication skills
- Strong work ethic and positive approach.
- Must be dependable, responsible, honest and hardworking.
- Must have a cheerful disposition and willing to work out of
normal office hours.
- First Aid and defensive driving skills are desirable.
- Proven experience on being solution-oriented
How To Apply
