About the Role

Job Purpose

To provide leadership in the management of general administration and records management services in the Authority.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities 

1) Develop and implement administration and records management  strategies, policies, and procedures in line with the organizational strategic objective;
2) Coordinate day-to-day operations in administration and records management.
3) Coordinate employee performance and competency development plans in the unit.
4) Develop an annual budget, procurement plan, and work plans for administration and records management services;
5) Establish mechanisms for implementing accountability structures and monitor performance in administration and records management operations.
6) Supervise compliance with internal controls on transport, administration, and records management.
7) Prepare monthly returns on fuel, vehicle tracking, repair, and maintenance, and mileage.
8) Coordinate the establishment of structures and systems for administration and records management.
9) Provide leadership, guidance, coaching, and mentorship for administration and records management personnel.
10)Supervise day-to-day operations in administration and records management in.
11)Develop and implement training and awareness programs on administration and records management.

Operational Responsibilities / Tasks

1) Coordinate implementation of administration and records management regulations, policies and procedures
2) Review and approve annual work and procurement plans for the unit.
3) Provide advisory services on administration and records management operations.
4) Coordinate and chair administration and records management meetings;
5) Review and approve administration and records management reports;
6) Approve requisitions for administration and records management services.
7) Coordinate inventory of assets and maintain custody of all motor vehicle & motor cycle keys and work tickets.
8) Coordinate disaster management and emergency response activities.
9) Coordinate implementation of administration and records management contracts
10)Coordinate establishment of registries
11)Supervise and appraise direct reports

Job Dimensions:

Financial Responsibility 

Manage the administration and records management annual budget  (currently Kshs 300 M).

Responsibility for Physical Assets

Responsible for all administration and records management assets (office equipment, furniture, Kitchen equipment, Motor Vehicles, Asset registers, motor vehicle log books, motorcycle, accountable documents and general office records)

Decision-Making / Job Influence

The role is responsible for managerial and operational decisions

Working Conditions 

Predominantly works in an office setting 

Job Competencies (Knowledge, Experience, and Attributes / Skills).  

Academic qualifications  

1. Bachelor’s degree in Public/Business Administration, Sociology or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

1) Attended a Senior Management Course lasting not less than three (3) weeks from a recognized institution
2) Administrative Officers Examination
3) Be registered by a relevant professional body.
4) Proficiency in Computer Applications

Previous relevant work experience required 

1. Served in the grade of Senior Administration Officer for a minimum period of three (3) years or nine (9) years in a comparable and relevant position in the Public or Private Sector.

How to apply:
Interested persons who meet the requirements should submit their application through Post Office, email or by hand delivery, clearly indicating the position and job reference number, on both the cover letter, envelope and email applications, together with IPOA Employment form, a detailed CV, copies of academic certificates, national identity card, names and telephone contacts of three referees, so as to reach the Authority by Tuesday, 13th September, 2022 to:

Director/Chief Executive Officer,
Independent Policing Oversight Authority,
1st Ngong Avenue, ACK Garden Annex, 2nd Floor,
P.O Box 23035 – 00100, NAIROBI.
Email: [email protected]

Upon offer of employment, the successful candidate MUST present and satisfy the requirements of Chapter Six of the Constitution of Kenya 2010 by providing copies of the following documents;
1. A valid tax Compliance Certificate from the Kenya Revenue Authority (KRA);
2. A valid Certificate of Good Conduct from the Directorate of Criminal Investigation (DCI);
3. A valid Clearance Certificate from the Higher Education Loans Board (HELB);
4. A valid Clearance Certificate from an approved Credit Reference Bureau (CRB)and
5. A Valid Clearance form from the Ethics and Anti-Corruption Commission (EACC)