Kenya Ports Authority (KPA) is a Commercial and Strategic State Corporation mandated to maintain, operate, improve and regulate all sea and inland waterway ports in Kenya. KPA aspires to position the Port of Mombasa as a competitive regional hub. The Port of Mombasa is the Gateway to East and Central Africa and is one of the busiest Ports along the East African coastline. The Port provides direct connectivity to over 80 ports worldwide and is linked to a vast hinterland comprising Uganda, Rwanda, Burundi, Eastern Democratic Republic of Congo, Northern Tanzania, Southern Sudan, Somalia, and Ethiopia.
To enhance institutional capacity to deliver strategy, KPA is seeking to recruit highly motivated and results oriented individuals to fill the following exciting and challenging positions.
ASSISTANT ADMINISTRATIVE OFFICER -KAMPALA, GRADE KPA7, POST NO. 350-3012 – 1
Job Specification
i. Provide administrative support to the liaison office team.
ii. Perform reception duties for customers and other visitors (meet and greet) and handling customer queries.
iii. Coordinate requisition, procurement, storage and issuance of all materials, spares, parts, tools and stationery in the liaison office.
iv. Maintain primary electronic and manual records including cash balances, ledgers, vote books electronically and financial registers.
v. Monitor and evaluate expenditure budgets to ensure the expenditure is within the approved budget and prepares Budget-Actuals Variance report for decision making.
vi. Prepares responses in respect of accounting and audit queries that may be raised.
vii. Maintains the office imprest accounts, classification, recording and monitoring of expenditures as a basis for budgetary control in the Liaison office.
viii. Initiates timely replenishment of the imprest to ensure consistent availability of sufficient funds for timely implementation of a wide range of activities under the Liaison office
ix. Receipts port charges submitted through the liaison office.
x. Reconciles revenue collections at the liaison office.
xi. Ensures payment of rent, PAYE, NSSF and other statutory deductions and ensures the medical and car insurance covers are up to date and general office maintenance.
xii. Prepares bank reconciliation statements in US Dollars and local currency accounts monthly to ensure correctness of transactions posted
xiii. Schedules and records meeting proceedings through minutes.
xiv. Supervises the Liaison office cleaning and the computer equipment maintenance contracts.
xv. Initiates general office correspondences concerning staff, making follow up on staff payroll matters and compiling evidence for performance reviews.
xvi. Implements, monitors and reports on the developed duty rosters (Annual leave and weekly rosters) for the liaison office staff
Persons Specifications
- Diploma in Business Management, or its recognized equivalent.
- Proficiency in computer applications.
- Minimum five (5) relevant experience.
- Membership to a relevant professional body.
- Demonstrated competence in work performance.
Skills & competencies
- Customer focus.
- Planning skills.
- Communication and presentation skills.
- Report writing skills.
- Interpersonal skills.
- Self-drive and working with minimum supervision.
- Team player.
- Creativity and innovativeness.
Successful candidates in Uganda will be required to satisfy the following requirements: –
- Certificate of Good Conduct from the Directorate of Criminal Investigations Uganda.
- Clearance Certificate from the Uganda National Examination Board.
- Tax Compliance Certificate from the Uganda Revenue Authority (KRA).
- Clearance from The Inspectorate of Government (IGG) and Report from The Inspectorate of Government (IGG).
How to apply.
Interested applicants are requested to submit their applications strictly via the Authority’s online Careers Portal by visiting the Kenya Ports Authority Website (https://www.kpa.co.ke) > Careers > Careers Portal. At the Careers Portal, click on the link to the relevant job and fill the prescribed form before submitting the application. Link to Careers portal provided below:
https://www.kpa.co.ke/S/tePages/Careers.aspx
Email or hard copy applications will not be accepted. Only those applications submitted through the e-recruitment portal will be considered. To be considered, your application must be received not later than 31st July 2024.
Kenya Ports Authority is an Equal Opportunity Employer (EE) and committed to diversity and gender equality. Canvasing will lead to automatic disqualification.
