Job Description

To manage the provision of efficient and cost effective administrative and facilities management services to the Authority in the areas of security and Investigations, transport and fleet management, Insurance and claims services, Records Management, Occupational Health and safety, building repairs, maintenance and general administration and office support to enable the Authority achieve its corporate goals and objectives.

Key Responsibilities

• Contribute to the development of the Corporate Services department strategy through the provision of information on administration and ensure the operations of the department support the delivery of effective and efficient service delivery to ensure the alignment of the administration department with the overall business NAPSA business strategy.
• Develop the department work plan and monitor implementation to support the achievement of timelines and set quality standards.
• Prepare the department budget and seek approval to ensure sufficient allocation of resources critical for the implementation of the department strategy, and monitor utilisation of the budget to enhance efficiency in the utilisation of resources.
• Develop policies for the department to ensure the operations of the department are guided by guidelines that enhance compliance with NAPSA policies, government regulations, and laws and with best practices.
• Review the effectiveness of the department’s management and operational systems and recommend appropriate interventions to increase efficiency and effectiveness, to ensure the administration department supports the NAPSA goals, and to enhance responsiveness to the changing business/operating environment.
• Review monthly reports on NAPSA insurance covers, maintenance, security incidents, and cleaning and messengerial services for planning and improvement purposes.
• Review and approve maintenance requisitions, schedules and any repairs arising due to accidents or incidents to ensure the working environment is conducive at all times.
• Coordinate lease arrangements for office accommodation on behalf of the Authority to ensure the availability of adequate/ suitable accommodation facilities to support NAPSA business.
• Coordinate various administrative contracts for outsourced services for strict adherence to service levels and contract terms to ensure value for money for NAPSA.
• Coordinate the repair/maintenance, and replacement of vehicles, buildings, equipment, and furniture to ensure minimal disruptions to business operations due to breakdowns.
• Coordinate asset inventory management in liaison with the finance directorate to ensure efficiency in the utilisation of the NAPSA resources.
• Coordinate and implement operating procedures ensuring the highest safety standards and efficient and cost-effective transport logistics support for operations.
• Coordinate general office support services to ensure efficiency and effectiveness in the delivery of the service that supports smooth business operations. 
• Coordinate the collection of feedback from user departments on areas of improvement in the provision of administration services to ensure appropriate interventions are implemented to address gaps identified.
• Conduct business risk assessments relating to administration and facilities management and recommend appropriate business continuity plans/measures, to ensure minimal exposure to preventable risks that affect business operations.
• Contribute to the development and implementation of the health and safety strategy that is fully integrated into all business and operational processes to provide assurance that risk is effectively managed 
• Monitor compliance with various statutory provisions on occupational health and safety at various NAPSA work places, to ensure minimal exposure to risks from noncompliance.
• Coordinate the conduct of criminal and administrative investigations on behalf of the Authority to assist senior management in the decision-making process and to facilitate the prosecution of criminal cases affecting NAPSA by the police.
• Review the NAPSA security plan in line with NAPSA business needs and environment, to ensure the plan is responsive to the changing security environment.
• Identify and acquire outsourced security services in line with the procurement process at NAPSA and approve service level agreements for the outsourced security to ensure NAPSA security needs are well covered for minimal disruptions to business operations.
• Coordinate physical security in existing and new Authority locations/premises.
• Analyses insurance needs and coordinates the obtaining and renewal of optimum coverage, cost-effective terms, and claim settlements to ensure NAPSA is protected from preventable financial risks and assure business continuity 
• Coordinate the records management system in the Authority Registry to ensure NAPSA records are updated, current and easy to retrieve in a timely manner to facilitate timely decision-making in the administration of member funds.
• In liaison with the HR department, develop the competencies of staff in the department to ensure availability of competencies critical for effective and efficient service delivery by the department, and monitor performance to ensure alignment of departmental performance with the NAPSA performance objectives.

Minimum Qualifications

• Grade 12 Certificate with 5 ‘O’ levels with Credit or better, including English and Mathematics;
• Bachelor’s Degree in Business Administration or equivalent.
• Masters Degree in Social Science or a relevant business-related field is an added advantage.

Minimum Experience Required

• Not less than seven (7) years’ experience at Management level, managing Security, Transport and Office Services, in an organization of similar size