Administrative Intern – ADMNI-23-1(1-position)

This position will be reporting to the Senior Administrative Officer in the Administration & Human Resources Department.

Job Purpose:

This position exists to provide administrative and logistical support in all end-to-end Admin functions in a manner that contributes to the development of a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance.

Main Responsibilities:

• Assist in the management of office facilities, repair, and maintenance of the physical infrastructure, office equipment, and machinery.
• Assist in maintaining University vehicles i.e., servicing, cleaning, insurance, and fueling while ensuring proper vehicle movement records.
• Effective management of the parking allocations for students, staff, and visitors.
• Participate in the preparation of admin operational reports and schedules for decision-making.
• Process routine utility payments e.g., electricity, water, sanitary disposals, etc.
• Participate in the management of physical grounds as a source of revenue for the University.
• Ensure that the University offices and grounds are kept clean at all times.
• Participate in the management of the allocation of office space, and lease agreements, and ensure the availability of office equipment, furniture, and working materials to every member of staff.
• Filing, storage, and security of University administrative documents as per policy.
• Assist in the management of outsourced services and contracts; participate in supervision of the provision of these services as per the service level agreements.
• Participate in the management of general insurance contracts and ensure that property insurance policies are in place at all times.
• Participate in supervising maintenance and administrative projects.
• Participate in the development and monitoring of procedures or processes related to check-in, check-out, room changes, key control, office allocation, maintenance/custodial complaints, vandalism concerns inventory, etc.
• Ensure a green campus by mowing lawns and maintaining the fences.
• Ensure that transport needs are met, plan for all university errands, ensure proper vehicle movement records, and fuel consumption, and assess and advise/guide management on the replacement of old motor vehicles.
• Work closely with the Students’ Welfare Department in the processing and follow-up of Kenya Pupils Passes and Work Permits
• Perform other duties/projects as assigned by management from time to time.

Minimum Academic Qualifications and Experience:

• Bachelor’s degree in business related courses or Social Sciences with at least 1 year relevant experience.
• Those working in a university setup will have a definite advantage
• Conversant with regulatory frameworks and best practices.
• Demonstrated ability to handle multiple and conflicting priorities, and work under strict deadlines.
• Good communication and interpersonal skills.
• Computer literate in MS Office suites i.e., Word, Excel, and PowerPoint.