Summary
Date Posted: Thursday, October 26 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Summary
ROM is looking for an experienced Administration Manager to supervise daily support operations and plan the most efficient administrative procedures. You will lead a team of professionals to complete a range of administrative duties in different functions. A great administration manager has excellent communication and organizational skills; will be well-versed in departmental procedures and policies and able to proactively discover new ways to do the job more efficiently.

Responsibilities and Duties
As a senior management team member, will;
a. Develop and lead the execution of the ROM administration strategy and budget that includes providing procurement and logistics oversight, managing workspaces, fleet, security, inventory, and assets
b. Plan and coordinate administrative procedures and systems devising ways to streamline processes and keeping abreast with ROM operations developments.
c. Continuous development, management, and performance assessment of administrative staff to ensure optimal efficiency of administrative functions.
d. Prepare monthly department reports for the Directorate of Operations SMT submissions.

Specifically;
Procurement Oversight
1. Keenly check all relevant procedural compliance while reviewing and approving all procurements.
2. Ensure a transparent pre-qualification of potential suppliers plus procurement process at all times,
3. Guide the procurement function in the forecasting of procurement needs.
4. Ensure value-for-money procurements for efficient operations and maintenance of good supplier relationships.

Administration
1. Allocate workspace, oversee facilities services, and maintenance activities, and organize and supervise other office activities (e.g., recycling and waste disposal, renovations, event planning etc.)
2. Align the administration functions to the realization of ROM strategic objectives establishing effective controls that drive ethical work practices.
3. Conduct regular administration risk identification and assessments proactively recommending mitigating plans to address identified risks.
4. Lead the development of administration policies and procedures, awareness to all staff plus enforcement of the same.
5. Monitor inventory of office and facilities supplies and the entire procurement processes with attention to budgetary constraints and compliance requirements.
6. Enforce the safety of staff at workplaces, and establish security protocol for equipment and supplies/inventory, assets, keys, facilities, properties etc.
IT
1. Lead the continuous development of the ROM digital strategy
2. Ensure ethical use and safety of Organization property.

PR & Communication
1. Ensure effective flow of information within ROM to facilitate smooth operations
2. Monitor brand visibility and ROM impact publicity.
3. Establish and track stakeholder feedback mechanisms.

Qualifications, Skills, and Experience
• Proven experience in an administration role at a senior level in a sizeable operation – minimum 5 years
• In-depth understanding of office management procedures and relevant functions best practice policies & procedures and regulatory requirements.
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A team player with leadership skills
• BSc/BA in business administration or relative field
• Possession of a Master’s degree or professional certification in a relevant field is an added advantage.



Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Send a cover letter and CV/resume with 3 professional referees in PDF as one document. Both Cover letter and CV/Resume must not exceed 4 pages. Please send your application to the Human Resources Manager through the email: jobs@reachoutmbuya.org not later than Friday, 3rd November 2023 at 5.00 PM (EAT). with the position applied for as the Email Subject. No need to attach other documents at this level.

Note:
• ROM is an equal-opportunity employer committed to having a diverse workforce and does not charge a recruitment fee at any stage of the recruitment
• Any Form of lobbying or canvassing will lead to automatic disqualification.
• Only shortlisted Candidates will be contacted for interviews.
• Applications beyond the deadline will not be considered.

ROM is committed to the principles of safeguarding at the workplace and does not tolerate any form of abuse, discrimination, or harassment.



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