Plans, organises and directs the provision of administrative support and resources to the organisation and its programmes to ensure the smooth flow of operations. Maintains and safeguards the organisation's assets by directing repairs, maintenance work on assets such as vehicles and buildings. Including  monitoring the usage of resources (vehicles and telephone) consistently. Leads and monitors support staff to ensure that they perform their day to day duties and responsibilities effectively and efficiently. Draws up the Administration budget and monitors adherence to the limits set in the budget. Establishes, maintains and expands working relationships between the organisation and external service providers and suppliers of goods. Prepares reports for the Administration Department such as: vehicle usage analysis, the asset list, comparative bid analysis, telephone usage analysis and the vendor supplier's list. Directs the purchasing function by soliciting quotations and assessment of supplier bids in line with best practice and donor requirements. Prepares purchase requisitions, purchase orders and ensures the delivery of goods and services in the required quntities and quality. Maintains and updates administrative records relating to assets and employees under contract. Compiles and updates employee files for the publications unit and administration. Advises, monitors and ensures employees in the administration function adhere to the policies and procedures manuals. Performs human resources tasks such as filing application letters, leave forms, and tracking renewal dates of contract employees. Directs and attends to the insurance portfolio of the LRF by ensuring that assets are insured and premiums are paid in time. Organises and manages the distribution of stationery and items bought in bulk for the centres. Manages the disposal of assets either by sale through tender or to the general public. Ensures full payment is made before preparing transfer of ownership forms. Liases with the security and IT teams in ensuring that the orgainsations assest are secured and safeguarded. Conducts performance appraisals and manages the performance of subordinates. Assists in consolidating donor reports including compiling statistics for final reports from reports submitted from the centres and updating the donor monitoring tool. Decides on how to assist in the consolidation of donor reports including compiling statistics for final reports; Develops administrative budget; Decides when to compile the vehicle analysis, telephone analysis and asset list reports; Decides on the selection of service providers and suppliers for goods and services based on comparative bids analysis. Decides on the the amount of time to be allocated to tasks to be completed for the project and administration function. Decides when to report employees who are failing to adhere to the organisation's policies and procedures. Decides on how to direct subordinates to ensure that resources are utilised effectively and less time is taken in the completion of a task. Formulation of the administrative budget. Preparation of a schedule for repairs and manaitenance, dates for newspaper renewal, insurance renewal and dates for the servicing of vehicles. Planning how to divide time between project and administrative duties and responsibilities. Preparartion of documents showing the transparent manner suppliers and service providers were chosen. Exercising due dilligence before taking decisions. Checking to ensure adequate staffing of administration, driver/messenger and receptionist posts when employees apply to go on leave. Managing the administration department budget; Managing relations with service providers/ contractors; The demands on the job are very dynamic. This may require someone who is more spontaneous that rigid � this is, who is able to effectively deal with random changes will maintaining the overall programme plan; Coordinating people that may not understand the purpose of particular activities;

Job evaluation subgrade: C