Ajira Portal:- Estates Management Assistant at CASSOA September 2024

Job type: Full-time

JOB TITLE:	Estates Management Assistant
GRADE:	General Staff – G4
REPORTS TO   (Functionally):	Principal HR and Admin. Officer
REPORTS TO (Administratively):	Director, Centre for Aviation Medicine
DUTY STATION:	Centre for Aviation Medicine, Nairobi, Kenya

Only candidates from the following Partner States will be eligible for consideration for the above roles: Republic of Rwanda, Republic of Uganda, United Republic of Tanzania, Republic of South Sudan, Democratic Republic of Congo and the Federal Republic of Somalia.

PURPOSE OF THE JOB 

To ensure maintenance, safety, security and cleanliness of the building and facilities for a safe, secure and conducive working environment 

 DUTIES AND RESPONSIBILITIES 

Function 1 – Operational Responsibility: (including expected results) 

Keeps safe custody of the keys to the building/premise including machine rooms, meter rooms, generator rooms, offices among others; ensures that lights are switched on and off as appropriate and that doors & windows are locked at all time when the buildings/premises are not in useresulting into: 

1. Security of work premises. 
2. Security of Agency assets. 
3. Proper and correct use of office equipment. 
4. Cost saving on unnecessary loss and equipment breakdown. 

 Function 2 – Operational Responsibility: (including expected results) 

Conducts routine inspection of the premises to identify breakages, defects, faults of leakages for appropriate attention; prepares maintenance schedule of leakages, breakages and damages to fittings, fixtures and furniture undertaken and to be undertaken for planning and budgeting purposesresulting into: 

1. Availability of essential facilities required at the workplace. 
2. A conducive work environment for staff. 
3. Healthy workforce. 
4. Enhanced productivity from staff. 

 Function 3 – Operational Responsibility: (including expected results) 

Conducts cleaning routine inspection of general office, washrooms, machine rooms, stores and common areas to ensure service provider is offering the services as per their engagement contract; prepares cleaning inspection reports and performance summary checklist to rate performance of service providerresults as: 

1. Quality service from contracted professional services. 
2. Realignment of professional services to the needs of the agency. 
3. Management of relations with the contracted service providers. 

Function 4 – Managerial / Supervisory Responsibility: (including expected results) 

Oversees the provision of cleaning and environmental management services by contracted service provider; ensuring that premises are safe and free from hazardous materials, rodents and insectsresulting into: 

1. Safe and healthy work environment 
2. Positive brand image of the office environment 
3. Neat, tidy and well kempt office space 

Function 5 – Physical Assets Management: (including expected results) 

Ensure generator set and all electrical fittings and fixtures, electric fence, fire hose reel & warning system working optimally; water supply system and fixtures i.e. pumps, borehole, underground water tank, washroom & kitchen plumbing fitting and fixtures work optimallyresulting into: 

1. Continuous service from the vehicle and generator. 
2. Accounting for fuel usage. 
3. Continuous power supply to the Agency premises. 
4. continuity of business at the Agency premises 

Function 6 – Fleet Management: (including expected results) 

Transporting staff, partners and goods to various official destinations both within and outside Kenya resulting into: 

1. Movement of staff in order to execute their duties. 
2. Safety and security of the Agency staff and visitors during movements. 
3. Movements of Agency assets and goods to destinations they are required. 

Function 7 – Fleet Management: (including expected results) 

Updating all the vehicles’ documentations including log books and ensuring they are handy whenever required achieving results as: 

1. Easy access to information on the vehicles. 
2. Records of vehicle usage. 
3. Use of vehicle in line with authorization. 
4. Control and monitoring of vehicle usage. 

Function 8 – Fleet Management: (including expected results) 

Detecting and reporting any motor vehicle fault and liaising with the supervisor for repairs/servicing resulting in: 

1. Reliable and mechanically sound vehicles for use on the Agency business. 
2. Safety of agency staff and other personnel travelling on official duty. 

1. Cost savings on unnecessary vehicle breakdowns. 
2. Safety and comfort of the drivers manning the vehicles. 

Function 9 – Operational Responsibility: (including expected results) 

Delivering and collecting mails from post office and ensuring reception by end users; also ensuring that all utility bills are paid on time achieving results as: 

1. Communication of the agency with its clients and stake holders. 
2. Protection of confidentiality and integrity of agency information. 
3. Smooth operation of the Agency business. 

Function 10 – Supplies Management & Inventory Control: (including expected results) 

Supporting and providing a range of services in stores management functions resulting into: 

1. Proper housekeeping of the goods ie inventory, reusables, and consumables. 
2. Issuance of stores in line with the required procedures. 
3. Control of inventories to ascertain reorder level. 
4. Routine stock takes and stock count evaluation reports. 
5. Monthly Stock Utilization and evaluation reports. 

Function 11 – Stakeholder Management: (including expected results) 

Foster a collaborative work approach with both internal and external stakeholders resulting in: 

1. Effective stakeholder management 
2. Harmonious relationships with all stakeholders and partners 
3. Ontime resolution of any arising disputes /concerns 

COMPETENCIES 

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges 

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; shares credit for team accomplishments and accepts joint responsibility for team shortcomings 

Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others. 

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed. 

QUALIFICATIONS AND EXPERIENCE 

Education Requirements 

1. Diploma in Building & Construction (or another related field) 
2. First Degree in a related field is desirable. 

Technical Qualifications, knowledge and skills 

1. Valid driving License. 
2. Basic trainings in stores and or property management. 
3. Basic trainings in Office Management and Administration desirable. 
4. Proficient in computer applications preferably MS Word, Excel. 

Experience 

1. Five (5) years’ experience in Estate Management or related job in a comparable organization. 
2. Driving experience of at least five (5) years in a busy organization. 
3. Membership to the Institution Engineering Technologists & Technicians (IET) highly desirable. 

 

How to Apply:

This is Full-time Job, Applications, quoting the job advert reference number of the position applied for in the application letter & as the subject on the email, should be sent via email (all soft copies should be in PDF and in one file) to the email address [email protected] and should comprise of a signed application letter; the completed and signed EAC CASSOA Personal History Form (Download); copies of relevant academic and professional certificates; proof of nationality and age i.e. copy of national identity card, birth certificate or passport.

The applications should be received not later than 13th September 2024.

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