Director Housekeeper, Logistics Officer  Management of office space Takes care of the office working space and outbuildings (the premises), including internal and external d�cor,Ensures the security of the premises and organisational properties, including all keys and locks, and maintains a record of all keys issued to staff,Liaises with the landlord regarding any structural repairs or maintenance, or where the property is owned by TOL, facilitates such repairs and maintenance with reputable Service,Providers or Contractors,Supervises Administration staff, i.e. the housekeeper, the gardener, the driver and the security guard,Maintains an enjoyable and clean working environment,Management of timeMonitors the TOL calendar cycle for the organisationSends out notifications for internal and external meetings,Manages the logistics for meetings, workshops, activities and events as and when required, ensuring the use of reputable service providers according to the TOL Approved List of Service Providers,Actively participates in meetings and attends, on behalf of the organisation, workshops hosted by Donors, Partners and Networks when required,Provides logistical support to staff travelling regionally and internationally, including travel and accommodation bookings,Coordinates the following meetings and events:Management Committee Meeting (ManCom) ,TOL Board Meetings ,Partners Meetings ,Trauma Healers Network Meeting Coordination Team Meetings (CTM) Tree of Life Retreats.  The Administration Manager sets up a Planning Committee which oversees the logistics.Management of non-financial resourcesEnsures that the office is equipped with its requirements, including procurement of assets,Ensures correct usage of office equipment,Maintains an up to date register of all TOL assets, and conducting a stock take once a year,Facilitates for repairs and maintenance at the premises, as well as for office equipment and furniture,Ensures the safety and security of confidential and important documents, such as contracts, lease agreements, vehicle registration books, client records,Monitors and ensures the ready availability of consumables and equipment to ensure the administration department plays is role effectively in the smooth running of Tree of Life.Compliance and management of internal communication and policies & procedures,Encourages smooth, effective communications between departments,Maintains all internal records through a filing system,Maintains and updates all Human Resource (staff) files,Attends organisational meetings and records minutes for the following meetings:Management Committee (ManCom), Board and Annual General Meeting (AGM),Keeps a record of the recruitment process on all positions recruited,Leads the selection, develops and implements service levels agreements with landlords, service providers and contractors,Develops and maintains employment contracts for all staff,Assists the TOL team in developing and implementing Annual Staff Development/ Capacity Building Plans,Ensures that timesheets are done by each staff member on a monthly basis and providing copies of these to Finance department, with the original to be filed,Maintains an up to date leave record which must be shared with Finance every month,Ensures that the staff contact list is updated and circulated regularly,Updates the staff orientation pack and ensures that each new employee is properly oriented and has a copy of the pack,Updates existing organisational policies when needed and coordinates the drafting of new policies,Ensures that the organisation is on track with the ISP and OD plans in line with Objective 5,Maintains and updates the TOL annual master calendar,Partners with Finance personnel to determine and prepare appropriate budgets for the department and reviews budgets through the year to ensure financial responsibility and best practices.Develops and oversees the implementation of administration, human resources and logistics standard operating procedures. Reports,Meeting ,Email interaction,Performance review,Physical checks  Physical checks,Review of schedule,Vehicle logbook,Performance review Logistics schedule, that is, transport,Meeting schedules,Submission of monthly reports,Meeting reports, Kitchen schedule and driver schedule,Time management (general),Use of space,Management meetings,Planning long term activities,Scheduling routine maintenance for company vehicle fleet, equipment and facilities;  Human Resources Management Degree, B.Com Business Administration Degree; B.Com Business Studies; BA Administration or any relevant degree, A holder of a post graduate degree such as MBA or equivalent will have an added advantage Professional qualification such as full Chartered Institute of Purchasing and Supply (CIPS) or Diploma in Human Resources Management is an added advantage  Must exemplify an understanding of the legal requirements of contract development and management;Must have demonstrated negotiation skills;Must have proven financial analysis, budget formulation and budget control skills;Must be an innovative and business oriented person with a thorough grounding in business management and dynamics;Must have proven team leadership skills;Must be highly organised and able to lead different work team simultaneously;Must be able to coach and mentor employees;Experience in business improvement or process implementation is required;Knowledge of HR and employee relations is a must;Conflict handling and negotiation skills are a must;Must have demonstrated performance management/ monitoring and coaching skills;Computer literacy, proficient in Microsoft Word, Excel, Publisher amongst others;Must have excellent report writing skills supervisorManages the administrative, human resources and logistics function of the organization Develops and implements a work plan for the department;Develops and implements administrative, human resources and logistics function policies and procedures for the organisation;Develops and implements quality criteria for department projects;Monitors performance of subordinates and ensures staff are adequately trained; Managing difficult service providers,Managing conflict with contractors,Managing conflict amongst staff,Disciplinary issues,Compliance to the Tree of Life policies and proceduresThe 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: E