General Manager – Operations
Job Description
Job Title : General Manager-Operations
Location : Head Office
Division : Operations
Reporting to : Chief Executive Officer
Job Title : General Manager-Operations
Location : Head Office
Division : Operations
Reporting to : Chief Executive Officer
Supervises : (i) Head of Trade Facilitation;(ii)
Head of Customer Service; and (iii) Head of ICT.
Purpose of the Job
To oversee the Trade Facilitation, Customer Service and ICT functions in the Agency, including but not limited to;
•
Development, implementation, and operationalisation
of the Electronic Single Window System, and information and communication
technology support to all departments and other support functions to enable
them serve stakeholders in a cost-effective and efficient manner;
•
Continuous scanning of the operational
environment, identification of business opportunities and re-engineering of
business processes in line with changes in the dynamic business environment;
•
Provision of business solutions to trade logistics
that leverage on ICT to automate and re- engineer business processes with a
view to facilitating effective implementation of the Electronic Single Window
System; and
•
Development and operationalisation of a customer
service strategy that entails adequate engagement and sensitization of diverse
stakeholder segments on the Electronic Single Window System initiative and
service delivery channels that ensure effective service delivery so as to meet
the diverse expectations of the various stakeholder segments all customers
Main Tasks and Responsibilities
•
Overseeing and coordinating the development and
implementation of a comprehensive ICT strategy covering all operations of the
Agency;
•
Overseeing and coordinating the development and
maintenance of the Electronic
•
Single Window System’s architecture, defining
standards and protocol for data exchange, communications, software and
interconnection of the Agency’s information systems;
•
Overseeing and coordinating he development and
maintenance of corporate policies and standards aimed at maximizing operation
of ICT systems;
•
Overseeing and coordinating the conduct of
research on emerging Information and Communication Technologies to ensure
appropriate ICT investment in line with market trends;
•
Overseeing the linkage between external
stakeholder technology systems and the Agency’s ICT infrastructure;
•
Overseeing the evaluation, selection,
implementation and maintenance of information systems, ensuring appropriate
investment in strategic and operational systems;
•
Overseeing and coordinating effective monitoring
of the implementation of ICT strategy to facilitate business transactional
processes and enhance the delivery of services;
•
Overseeing and coordinating the development and
monitoring of the approval of annual operating and capital budgets for
information and technology systems;
•
Providing overall leadership and drive towards a
culture of innovation and creativity in seeking ICT solutions to organizational
challenges and in business processes to facilitate efficient and effective
trade transactions;
•
Overseeing and coordinating the timely
implementation of the Electronic Single Window System in Kenya and ensure the
business processes meet international practices;
•
Overseeing and coordinating the monitoring of
the entire systems requirements life circle of Electronic Single Window System
to ensure that delivered solutions meets business needs and adds value to
Kenyan and the regional economies;
•
Overseeing and coordinating the development and
implementation of work procedures, perform training sessions, construct new
procedure manuals, institute new company procedures and take any other
important and necessary steps towards resolving any problems within the
business environment;
•
Overseeing and coordinating analysis of
important data related to the business such as business records, operating
manuals, business guides and other pertinent documents and ensure they are up
to date and relevant to the Agency business requirements;
•
Overseeing and coordinating the collection of
trade statistics;
•
Overseeing and coordinating the continuous
conduct of research on business development and trade logistics improvements;
•
Overseeing and coordinating the development and
operationalization of a customer service strategy that entails adequate
engagement and sensitization of diverse stakeholder segments on the SWS Change
initiative and service delivery channels that ensure effective service delivery
so as to meet the diverse expectations of the various stakeholder segments all
customers; and
•
Overseeing and coordinating the preparation of
Board Papers on Trade Facilitation, ICT and Customer Service matters.
Contacts
(i) Internal:
•
Chief Executive Officer; and
•
General Manager, Support Services.
(ii) External
•
The Electronic Single Window System Vendor;
•
Other Government Bodies/Agencies using the SWS;
•
Stakeholders/Customers;
•
Business Community;
•
Relevant Government Ministries;
•
Kenya ICT Board;
•
ICT Consultants ; and
•
Suppliers of ICT hardware and Software.
Job Specifications
A: Minimum Academic Qualifications
•
1. Postgraduate degree in either ICT, Operations
Management, Economics or Business Administration from a recognized University.
B: Professional Qualifications
•
Postgraduate Diploma in either ICT, Operations
Management or Business Administration; and
•
Postgraduate Qualification in Customer Service
is an added advantage.
C. Membership
•
Membership to relevant professional bodies based
on discipline of specialization as outlined in A above.
D: Work Experience
•
At least 10 years working experience at top
management level within an operational/core-business function.
E: Other Skills and Personal Attributes Required
•
Good organizational skills, analytical and
attentive to detail with individual leadership and interpersonal skills;
•
Demonstrable skills sets in either ICT,
Operations, or Business Administration coupled with administrative and
managerial skills;
•
An astute communicator in both oral and written
communication;
•
Effective presentation skills;
•
Willingness to work long hours under stretch
targets in a fast-paced working environment ;
•
Ability to work in a team environment and
motivate employees under him; and
•
Be computer literate in relevant ICT/Business
Development/Customer Service applications and packages.
General Manager - Support Services
Job Description
Job Title : General Manager-Support Services
Location : Head Office
Division : Support Services
Reporting To : Chief Executive Officer
Supervises : (i) Head of Finance; (ii) Head of HR and Administration; (iii)Head of Strategy & Planning; and (iv) Head of Procurement.
Purpose of the Job
To oversee the Finance, Human Resource and Administrative support functions in the organization, including but not limited to;
•
Ensuring prudent financial management and
internal controls by overseeing the development and implementation of
appropriate financial policies, procedures and systems, so as to ensure
integrity, timely service delivery and value for money for the Agency; and
•
Ensuring availability of adequate and competent
staff; staff training and development; reward management; maintenance of good
industrial relations; and administrative support functions for enhanced service
delivery to all the stakeholder segments of the Agency.
Main Tasks and Responsibilities
•
Overseeing and coordinating the development and
operationalisation of the Agency’s Finance Strategy and Budgets;
•
Overseeing and coordinating the preparation of
budgets and providing technical support/advice to line managers on budgeting;
•
Overseeing and coordinating the preparation of
financial policies, procedures and guidelines;
•
Overseeing and coordinating the development and
implementation of Human Resources Management Strategies that support the
Corporate Vision, Mission and Strategic Objectives of the Agency;
•
Overseeing and coordinating the development and
implementation of effective human resources policies, plans and procedures to
guide employment practices;
•
Overseeing and coordinating the development and
implementation of appropriate human resource and succession plans to address
the Agency’s present and future staff needs;
•
Overseeing and coordinating the development of
staff Job Descriptions and Specifications;
•
Overseeing and coordinating the implementation
of commensurate compensation and benefits packages to ensure attraction and
retention of qualified and competent staff;
•
Overseeing and coordinating the development and
implementation of sound Performance Management Systems that facilitate a
comprehensive performance contracting framework for staff at all levels to
facilitate effective implementation of the Agency’s Strategic Plan;
•
Overseeing the development of the Agency’s
Pension Scheme in conformity to RBA and government regulations;
•
Overseeing and coordinating the development and
implementation of pre-requisite occupational health and safety programs with a
view to ensuring a conducive work environment;
•
Overseeing and coordinating the development and
institutionalization of an appropriate performance-based corporate culture that
supports the business;
•
Overseeing and coordinating effective salary
administration and reward management, including administration of staff
payroll;
•
Overseeing and coordinating compliance to the
Labour Laws and Government regulations;
•
Overseeing and coordinating the outsourcing of
support services and effective supervision of their administration;
•
Overseeing and coordinating the provision of
effective and efficient administrative support services to the entire Agency
through proper management of office services and logistics;
•
Overseeing and coordinating the administrative
function in the broader areas of Transport and Logistics; Document Production;
Office logistics and services;
•
Overseeing and coordinating the provision of
back office administrative skills in document handling and storage, facility
security and upkeep, licensing policies, travel arrangements, accommodation and
fleet management;
•
Overseeing and coordinating the design of
appropriate administrative systems and policies and ensuring compliance by the
various functional units;
•
Overseeing the Strategy, Planning, Monitoring
and Evaluation function;
•
Overseeing all aspects related to the
Procurement function; and
•
Overseeing and coordinating the preparation of
Board Papers on Finance, Human Resources and Administration matters.
Contacts
(i) Internal:
•
Chief Executive Officer; and
•
General Manager-Operations.
(ii) External:
•
The Treasury;
•
The Ministry of Labour;
•
Relevant Statutory Bodies in Finance,
Procurement and HR.
•
Other relevant Government Officers; and
•
Consultants in Finance and HR.
Job Specifications
A: Minimum Academic Qualifications
•
A Postgraduate degree in Finance, Human
Resources or Business Administration from a recognized University.
B: Professional Qualifications
•
Postgraduate Diploma in Finance, Human Resources
Management or Administration.
C. Membership
•
Membership to relevant professional bodies based
on discipline of specialization as outlined in A above.
D: Work Experience
•
At least 10 years working experience at top
management level within a support service function.
E: Other Skills and Personal Attributes Required
•
Good organizational skills, analytical and
attentive to detail with individual leadership and interpersonal skills;
•
Demonstrable skills sets in Finance or strategic
HR management practice and administrative and managerial skills;
•
An astute communicator in both oral and written
communication;
•
Effective presentation skills;
•
Willingness to work long hours under stretch
targets in a fast-paced working environment ;
•
Ability to work in a team environment and
motivate employees under him; and
•
Be computer literate in relevant Finance/HR
applications and packages.
Corporation Secretary and Head of Legal Affairs
Job Description
Job Title : Corporation Secretary and Head of Legal Affairs
Location : Head Office
Department : Legal Affairs
Reporting to : Chief Executive Officer
Supervises : None
Purpose of the Job
To ensure effective and efficient management of Board activities; contract administration; management of the Agency’s legal and regulatory affairs; ensuring compliance to legal and regulatory legislation; drafting and negotiating legal agreements; executing contracts and other instruments for the Agency; secretarial duties and is the principal legal advisor to the Agency.
Main Tasks and Responsibilities
•
Provides legal advice to the Agency;
•
Monitors and reviews regulations governing the
operations and ensures compliance with statutory requirements on a continuous
basis;
•
Organizes Board Meetings, and coordinates
preparation of agenda including other documents required for such meetings;
•
Prepares Minutes of the Board Meetings and
ensures their circulation;
•
Ensures safekeeping of confirmed and signed
Minutes of Board Meetings;
•
Provides advice on all contracts and agreements
to be entered into between the Agency and other parties;
•
Handles the Agency’s litigation functions in
liaison with the State Law Office; attends court as appropriate and ensures the
Agency obtains effective representation as necessary;
•
Facilitates dispute resolution between the
Agency and third parties; and
•
Ensures the Agency operates within the Law and
advises on compliance issues.
Contacts
(i) Internal:
•
Board Members;
•
Chief Executive Officer; and
•
Heads of Department.
(ii) External:
•
Relevant Government Officers;
•
Relevant Statutory bodies;
•
Legal representatives of other organizations;
•
Ethics and Anti Corruption Commission (EACC)
•
Commission on Administrative Justice; and
•
The Judiciary.
Job Specifications
A: Minimum Academic Qualifications
•
Bachelor’s degree in Law.
B: Professional Qualifications
•
Diploma in Law from Kenya School of Law;
•
Advocate of the High Court of Kenya;
•
Commissioner of Oaths; and
•
Certified Public Secretary - Kenya (CPS-K).
C. Membership
•
Member of the Law Society of Kenya (LSK)
D: Work Experience
•
10 years working experience in a commercial
legal environment.
E: Other Skills and Personal Attributes Required
•
Excellent communication skills;
•
Interpersonal skills;
•
Ability to make decisions;
•
Ability to work under extreme pressure;
•
Ability to work under strict deadlines;
•
High level of Integrity;
•
Self-motivated/personal drive;
•
Ability to maintain confidentiality and good
decision making; and
•
Computer literacy in MS Office.
Head of Human Resources and Administration
Job Description
Job Title : Head of Human Resources and Administration
Location : Head Office
Department : Human Resources and Administration
Reporting to : General Manager, Support Services
Supervises : (i) HR Officer;(ii)Administration Officer; and (iii)Training Officer
Purpose of the Job
To formulate appropriate human resources management and administrative strategies, policies and programmes which will contribute to creation of an enabling work environment for employees of the Agency to enable them effectively apply their skills and competencies towards achievement of the organization’s mandate.
The function will also provide professional advice to the
Agency that facilitates adoption and application of best practices in Human
Resources Management and general administration.
Main Tasks and Responsibilities
•
Develops and implements Human Resources Management
Strategies that support the Corporate Vision, Mission and Strategic Objectives
of the Agency;
•
Facilitates the development of effective human
resources policies, plans and procedures to guide employment practices;
•
Facilitates the development and implementation
of appropriate human resource and succession plans to address the Agency’s
present and future staff needs;
•
Develops Job Descriptions and Specifications;
•
Plans and conducts orientation of new employees
to foster positive attitude towards organizational objectives;
•
Ensures implementation of commensurate
compensation and benefits packages to ensure attraction and retention of
qualified and competent staff;
•
Develops and implements sound Performance
Management Systems that facilitate a comprehensive performance contracting
framework for staff at all levels to facilitate effective implementation of the
Agency’s Strategic Plan;
•
Designs efficient and cost-effective recruitment
and selection procedures and tools to ensure acquisition of the necessary
talent;
•
Undertakes Training Needs Assessment (TNA) to
determine the relevant and effective staff training and development needs, and
implements appropriate training programmes;
•
Develops the Agency’s Pension Scheme in
conformity to RBA and government regulations;
•
Develops and implements pre-requisite
occupational health and safety programmes with a view to ensuring a conducive
work environment;
•
Develops HR policies and procedures manual;
•
Ensures relevant grievance handling procedures
are in place;
•
Ensures an elaborate skills inventory and
records management framework is in place to facilitate availability of
information on real time basis;
•
Facilitates the development and
institutionalization of an appropriate performance based corporate culture that
supports the business;
•
Ensures effective salary administration and
reward management, including administration of staff payroll;
•
Ensures compliance to the Labour Laws and
Government regulations;
•
Provides effective and efficient administrative
support services to the entire Agency through proper management of office
services and logistics;
•
Leads and directs the administrative function in
the broader areas of Transport and Logistics; Document Production; Office
logistics and services;
•
Provides back office administrative skills in
document handling and storage, facility security and upkeep, licensing
policies, travel arrangements, accommodation and fleet management;
•
Designs appropriate administrative systems and
policies and ensures compliance by the various functional units; and
•
Manages and ensures effective maintenance of
fixtures, furniture’s and equipments.
Contacts
(i) Internal:
•
General Manager, Support Services;
•
Heads of Departments; and
•
All members of staff.
(ii) External:
•
Government Officers;
•
HR Consultants and training service providers;
•
HR Officers in other state corporations;
•
NSSF,NHIF and RBA;
•
HELB; and
•
Learning/Training institutions and the
Directorate of Industrial Training (D.I.T)
Job Specifications
A: Minimum Academic Qualifications
•
Masters Degree in Human Resources Management or
its equivalent from a recognized University.
B: Professional Qualifications
•
Post-graduate diploma in Human Resources
Management.
C. Membership
•
Membership to the Institute of Human Resource
Management (K) or its equivalent.
D: Work Experience
•
At least ten (10) years’ experience in Human
Resource and administration, seven (7) of which should be at senior management
level.
E: Other Skills and Personal Attributes Required
•
Good organizational skills, analytical and
attentive to detail with individual leadership and interpersonal skills;
•
Demonstrable skills set in strategic HR
management practice and administrative and managerial skills;
•
An astute communicator in both oral and written
communication;
•
Effective presentation skills;
•
Willingness to work long hours under stretch
targets in a fast-paced working environment;
•
Ability to work in a team environment and
motivate employees under him; and
•
Be computer literate in relevant HR applications
and packages.
Head of Information and Communication Technology (ICT)
Job Description
Job Title : Head of Information and Communication Technology(ICT)
Location : Head Office
Department : Information and Communication Technology(ICT)
Reporting to : General Manager, Operations
Supervises : (i)Data Centre Manager; (ii)Infrastructure Manager; and(iii)Applications Manager
Purpose of the Job
To develop, implement, and operationalise the electronic Single Window System, and information and communication technology support to all departments and other support functions within the Agency to enable them serve stakeholders in a cost-effective and efficient manner.
Main Tasks and Responsibilities
•
Ensures the development and implementation of a
comprehensive ICT strategy covering all operations of the Agency;
•
Develops and enforces policy and procedures to
ensure the protection of the Agency’s IT assets as well as the security and
privacy of information;
•
Develops and maintains the systems architecture,
defining standards and protocol for data exchange, communications, software and
interconnection of the Agency’s information systems;
•
Oversees the running and maintenance of
Enterprise Resource Planning (ERP).
•
Develops and maintains corporate policies and
standards aimed at maximizing operation of ICT systems;
•
Approve, coordinate and control all projects
related to selection, acquisition, Development and installation of major
information systems for the Agency;
•
Undertakes research on emerging information and
communication technologies to ensure appropriate ICT investment in line with
market trends;
•
Assures functionality of operating systems,
network and applications software for effective communication and puts in place
measures which ensure security, privacy and integrity of ICT infrastructure and
processes;
•
Customizes ICT systems into an interactive
infrastructure which enables faster access to data, information and the sharing
of ICT resources by users;
•
Maintains and/or develops comprehensive
databases to provide trade statistics and other information on real-time basis
for both internal and external uses;
•
Oversees the Development and implementation of
ICT systems’ security strategies, policies and procedures as well as the
integrity and availability of data;
•
Ensures that all information systems and
networks operate according to internal standards as well as external
accrediting agency standards, regulatory agencies and legal requirements;
•
Developing and monitoring the approved annual
operating and capital budgets for information and technology systems;
•
Leads and drives a culture of innovation and
creativity in seeking ICT solutions to organizational challenges and in
business processes to facilitate efficient and effective trade transactions;
and
•
Ensure effective disaster management and
recovery strategies and policies are in place; Contacts
(i) Internal:
•
General Manager, Operations; and
•
All Heads of Departments.
(ii) External
•
The Electronic Single Window System Vendor;
•
Other Government Bodies/Agencies using the
NESWS;
•
Relevant Government Ministries;
•
Kenya ICT Board;
•
ICT Consultants ; and
•
Suppliers of ICT hardware and Software.
Job Specifications
A: Minimum Academic Qualifications
•
Bachelor’s Degree in Computer Science, IT,
Engineering or Information Systems from a recognized University; and
•
2. Master’s Degree in any of the above
disciplines is an added advantage.
B: Professional Qualifications
•
Post-graduate diploma in ICT or a relevant
discipline;
•
IT Management Certification in hardware or
software (MCSE, MCCP, ITIL, Prince, PMP and/or, CISA) from a recognized body;
and
•
Proficiency in leading edge computing
technology, programming, and practical knowledge of Oracle and SQL databases.
C: Membership
•
Membership to relevant ICT professional bodies;
D: Work Experience
•
At least 10 years’ working experience in a
relevant ICT environment.
E: Other Skills and Personal Attributes Required
•
Knowledge of Government Information System
(GIS), MS SQL, or Oracle DBA Architecture;
•
Knowledge of a Quality management systems (ISO)
is desirable;
•
Knowledge in Enterprise Resource Planning (ERP)
management;
•
Self-motivated, organized and efficient individual;
•
Ability to work in a team environment and
motivate employees under him; and
•
Excellent communication and interpersonal
skills.
Head of Procurement
Job Description
Job Title : Head of Procurement
Location : Head Office
Department : Procurement
Reporting To : General Manager – Support Services
Supervises : Procurement Officer
Purpose of the Job
Responsible for the efficient and effective management of the supply chain function in the Agency while ensuring good governance practices and compliance to the Public Procurement regulations.
This includes procurement of goods works and services,
disposal of obsolete unserviceable and surplus stores, inventory management and
contract management; coordinating all procurement activities thereof and
coordinating the internal monitoring and evaluation of the supply chain
function.
Main Tasks and Responsibilities
•
Development, facilitation, implementation,
monitoring & review of procurement plans;
•
Developing and streamlining the procurement
function in line with and in compliance with Public Procurement Act 2005;
•
Providing leadership and ensuring efficient and
effective management of staff and resources in the procurement function;
•
Coordinating the preparation of tenders for
advertisement ,opening and evaluation;
•
Developing mechanisms and tools to monitor
expenditure and spearhead cost reduction in the procurement initiatives in all
divisions in the Agency by implementing cost effective inventory holding
levels;
•
Formulating a sourcing strategy for services and
product purchases in accordance with market trends and the Agency’s budgetary
limits;
•
Developing procurement targets and a forecasted
procurement plans that will be integrated in the annual budget to facilitate
local and international purchases;
•
Adopting a total cost of ownership approach in
the development and evaluation of all materials in the tendering process;
•
Maximizing staff performance through setting of
objectives, appraisals, review and feedback;
•
Coordinating preparation of the Agency’s Annual
Procurement Plans;
•
Preparing and submitting to the PPOA Quarterly
procurement plans as required; and
•
Act as the Secretary to the Corporation Tender
Committee and the Disposal Committee.
Contacts
(i) Internal:
•
Board Members;
•
Chief Executive Officer; and
•
Heads of Department.
(ii) External:
•
Relevant Government Officers; and
•
Relevant Statutory bodies;
Job Specifications
A: Minimum Academic Qualifications
•
Bachelor’s Degree in Commerce, Supply Chain
Management, Economics, Business Administration, Operations Management or a
relevant field from an accredited University;
•
Masters Degree in Business Administration
Accounting, Finance or economics; and
•
Post Graduate Diploma in Procurement/Supply
Chain Management.
B: Professional Qualifications
•
Post-graduate diploma in Procurement.
C. Membership
•
Membership to a relevant professional body.
D: Work Experience
•
At least ten (10) years’ experience in
procurement, seven (7) of which should be at senior management level in a large
Public Service/Private Sector
E: Other Skills and Personal Attributes Required
•
Demonstrated ability to drive organizational
value through the implementation of appropriate and diligent organizational
procurement practices;
•
Demonstrated personal integrity ,and problem
solving, analytical, attention to essential detail ,planning and organizing
skills;
•
Excellent presentation ,oral and written
communication skills;
•
Familiarity with the Public Procurement Act;
•
Ability to make critical and timely decisions in
a highly sensitive environment;
•
Willingness and ability to work long hours under
stretch targets in a fast paced working environment;
•
Excellent interpersonal, presentation, oral and
written communication; and
•
Must be computer literate and able to work with
relevant procurement applications.
Applications clearly indicating the position applied for and
attaching a detailed CV, copies of certificates and testimonials must reach us
not later than Monday 14th May 2012, and should be addressed to:-
The Executive Search, Selection & Placement Division
Eliud &Associates (E&A)
4th Floor - Consolidated Bank House, Koinange Street
P.O. Box 9483-00100 Nairobi
Tel: 020-2243623/5
Applications can also be sent electronically to:eliud@eliudassociates.co.ke
The Executive Search, Selection & Placement Division
Eliud &Associates (E&A)
4th Floor - Consolidated Bank House, Koinange Street
P.O. Box 9483-00100 Nairobi
Tel: 020-2243623/5
Applications can also be sent electronically to:eliud@eliudassociates.co.ke
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