Factory Administrator (VOEP) Job in Kenya

We are seeking a proactive and detail-oriented Factory Administrator to manage day-to-day administration, welfare, safety, and facility operations at our vegetable oil extraction plant in Wote, Makueni County. The role will ensure efficient coordination of support services, adherence to HSE and quality standards, and smooth running of all non-technical aspects of the plant to drive operational excellence.

Key Responsibilities

Coordinate and oversee all facility-related services including hygiene, catering, security, fire safety, and general maintenance in line with contractual agreements and company standards.
Maintain accurate records of Persons on Board (POB) and ensure reconciliation with the T-card system at all times.
Act as the primary point of contact for facility-related communication and represent the company in external interactions with service providers, visitors, and local authorities.
Ensure compliance with all company policies, including Health, Safety, and Environment (HSE) regulations, across all contractor and support functions.
Collaborate with the ICT Officer to review CCTV and access control systems, reporting any security anomalies or breaches.
Review, consolidate, and report daily and monthly updates from all service contractors to management.
Organize and document contractor meetings, ensuring timely follow-up on agreed actions.
Manage facility records, including those related to security, clinic, PPE, cleaning, waste management, and attendance tracking.
Supervise canteen operations and ensure consistent standards for meal quality, hygiene, and water supply systems.
Support the development and implementation of plant sanitation, security, and safety standards in collaboration with the HSE team.
Develop and manage cleaning schedules, service timetables, and inspection routines to ensure facility readiness.
Oversee inventory management for cleaning and hygiene materials, ensuring only approved chemicals are used with proper MSDS documentation.
Coordinate administrative needs of the factory clinic, including reports, stock control, and monitoring drug expiry dates.
Review occurrence and log books daily, escalating critical issues to the Plant Manager.
Conduct regular checks of fire extinguishers and suppression systems to ensure compliance and readiness.
Support waste management processes, ensuring safe segregation, collection, and disposal in liaison with HSE.
Plan departmental meetings with the Plant Manager and ensure timely documentation and follow-up.
Ensure consistent supply of essential materials such as stationery, clean water, and welfare items.
Perform any other administrative duties as assigned by the Plant Manager.

Required Qualifications

Bachelor’s degree or diploma in Business Administration, Industrial Management, or a related field.
Minimum 5 years’ experience in factory or facility administration within a manufacturing or industrial setup.
Strong organizational, coordination, and vendor management capabilities.
Working knowledge of HSE, sanitation, and security management systems.
Excellent interpersonal, communication, and reporting skills.
Proficiency in MS Office and ERP systems (advantageous).
Demonstrated problem-solving ability, flexibility, and attention to detail.
High integrity, accountability, and commitment to operational excellence.-