General Manager – Operations
Job Description
Job Title : General Manager-Operations
Location : Head Office
Division : Operations
Reporting to : Chief Executive Officer
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
