Administrative Officer at Koins Microfinance Bank

Job Responsibilities
Facility Management:

•  Coordinate repairs, cleaning, and maintenance of office buildings and equipment.
•  Liaise with property managers and utility service providers (e.g., power, water, sewage).
•  Ensure fire safety measures and compliance with health and safety regulations.

Asset and Inventory Management:

• Maintain an up-to-date asset register.
• Track the lifecycle of assets including assignment, maintenance, and disposal.

Administrative support:

• Manage internal logistics including meeting rooms, reception duties, and mail.
• Handle travel arrangements, hotel bookings, and itineraries for staff and management.
• Prepare periodic administrative reports for management review.

Staff Welfare and Office Coordination:

• Monitor and maintain a clean, professional office environment.

Vendor and Outsourcing Supervision:

• Supervise outsourced service providers (cleaners, security guards, drivers).
• Ensure service level agreements (slas) are met and issues are escalated and resolved timely.

Procurement Planning:

• Develop procurement plans in line with budget and operational requirements.
• Ensure timely procurement of materials, services, and equipment.

Vendor Sourcing and Evaluation:

• Identify and prequalify new vendors.
• Conduct vendor assessments, reference checks, and performance evaluations.

Tender and Bid Management:

• Manage request for quotation (rfq), request for proposal (rfp), and request for information (rfi) processes.
• Analyze bids using evaluation criteria including cost, quality, warranty, and service.

Contract Management:

• Draft, review, and manage vendor contracts and service agreements.
• Track contract timelines, renewals, and compliance.
• Collaborate with legal and risk teams for final approvals.

 Requirements

• Minimum of 4 years relevant experience in administrative roles, procurement experience, facility management, preferably within a financial institution.
• Experience in sourcing and managing vendors, office maintenance, and staff support functions.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Proficiency in ms office (especially word, power point, excel, outlook).
• Basic understanding of procurement and asset management processes.
• Knowledge of facility management and office operations.
• Attention to detail.
• Integrity and discretion with confidential matters.
• Good interpersonal and time management skills.

Remuneration

• Hybrid work model.
• 13th month salary.
• Leave allowance.
• Comprehensive medical allowance for employee and family.
• Fast growth environment.