Designation : ADMINISTRATION OFFICER (Code- EDU23-00492)
1.1 In close consultation with the First Assistant Secretary and Branch Heads, staff of the Division develops an Annual Master Plan for administration operations to guide the Office in the general conduct of its activities.
1.2 Consult the Division’s Annual Management Report for the major activities and the respective Directors of the Division to prepare and submit the following;
1.2.1 Monthly cash-flow Projection to the Finance and Administration Division for prompt release of funds to allow the Office to conduct its business.
1.2.2 Produce Quarterly Budget Review Reports for the activities against budget allocations and seek redress where necessary.
1.2.3 Compile Annual Budget Estimates for the Office in line with the National Education Plan and the Government’s Medium Term Development Strategy.
1.3 Liaise closely with respective Assistant Secretaries and staff to ensure the following activities and their arrangements are on schedule as planned;
1.3.1 Planned workshops, reviews and conferences scheduled are organized, resourced and funded.
1.3.2 Create, maintain and up-date data base for all assets for the Office to make advance planning for assets procurement and disposal purposes.
1.3.3 Create, maintain and up-date data base for all staff members of the Office to assist in making advance planning for staff appraisals, training, budgeting and other staff entitlements.
1.4 Manage and control all financial resources for the purposes for which the funds are intended and ensure that the following are maintained;
1.4.1 Prudent procurement procedures are followed through the supervision of procurement processes according to approved activity plans for each activity.
1.4.2 Efficient maintenance activities and service agreements are met and regularly up-dated for the smooth operations of the Division.
1.5 Carry out any other tasks as directed by the First Assistant Secretary – Projects Management Division.
1.6 Incorporate Gender Equity and Social Inclusion Principles and values of Honesty, Integrity, Accountability, Respect, Wisdom and Responsibility in Programs, Activities and initiatives to foster positive work ethics.
2.QUALIFICATION, KNOWLEDGE, SKILLS AND WORK EXPERIENCE
2.1.1 Diploma in Office Administration/Management or Finance studies.
2.1.2 Appropriate University Degree or further qualifications in Finance is preferable.
2.2.1 The Education system and its functions and policies.
2.2.2 The Public Service Management Act, Public Service General Orders and the Public Finance Management Act which forms the basis of the day to day operations of the Division.
2.3.1 Proven administration and planning ability of a high order.
2.3.2 Personal qualities of leadership and initiative.
2.3.3 High communication and public relation skills.
2.3.4 Have adequate skills in Programmed budgeting and financial planning.
2.3.5 Good review and reporting skills.
2.3.6 Computer literate in Microsoft word and excel.
2.4 Work Experience
2.4.1 Minimum of 6 – 8 years of similar experience with the Department in planning, organizing and coordinating the administrative operational activities.
K38,145 – K46,621