A. KEY RESPONSIBILITIES

1.Assists CHRAO in Making, Managing and Tracking budget expenses

• Assists in the forecasts of business needs by giving input of the administrative section which feeds to the overall department business needs paper.
• Succours the Designs, Reviews and updates administrative practices in accordance with new or changing environmental policies, standards, regulations, or laws.
• Designs and implements administrative procedures that support business strategies adapted to changing market conditions, new business opportunities, or cost reduction strategies.
• Prepares budgetary proposals for the administration unit for consolidation into the overall departmental budget paper
• Facilitates the provision of necessary work tools

2. Administrative Duties/Supervisory Role

• Implements new or improved administration procedures and processes.
• Collaborates with other departments, to identify their needs thus plan for them adequately
• Ensures documentation of administration procedures and ensures that they are communicated to all staff for ease of work flow.
• Manages the administration section budget –monitor expenditure through the development and implementation of monitoring templates.
• Performs / directs Contract analysis and risk evaluation to ensure compliance on company contracts.
• Facilitates implementation and negotiates long term agreements and / or partnerships.
• Develops and implements cost reduction targets in liaison with budget holders and suppliers

3. Office management

• Conducts routine checks for all premises (for fumigation, cleanliness, repairs).
• Supervise admin team to ensure that grocery and toiletries inventory levels are adequate (grocery and toiletries orders and purchases are done on time), water back up is available for all centres e.g. drinking water and bulk water for ablution services
• Supervise admin team to ensure that all maintenance material is available
• Keeps up to date files of contracts

4. Vehicle inspections and compliance

• Conducts pool vehicle inspections and carries out remedial action plan were necessary
• Ensures all vehicles are fitted with valid licence discs
• Ensures pool vehicles compliance to Traffic and  regulations (e.g. fitted with fire extinguishers, reflective vests and breakdown triangles)
• Ensures that all drivers have valid medical certificates, retest and defensive driving certificates

• Allocates duties and vehicles to drivers as per the approved duty rota/roster
• Ensures safe and timely completion of duties through follow ups.
• Drives VIP’s on executive courtesy’s (e.g. airport pick-ups)
• Liaises with external service provider’s on vehicle hires for executives

5. Drivers Supervision

• Meets with drivers, discusses and agrees medium and short term objectives, develops a work plan, and checks that this is being carried out
• Arranges for the training of drivers in the understanding and compliance of Traffic and Road rules and regulations;

6. Staff Travel and Immigration Compliance

• Supervise admin team to ensure that Travel & Subsistence allowance requests are compliant with policy through verification and approving T&S forms.
• Coordinates all bookings of staff members/clients
• Supervise applications for and follows up on all visa and work permit applications for staff members and consultants
• Supervise admin team to Raise Visa assistance letters for all foreign companies visiting Burundi
• Checks and ensures that all company employees comply with visa and health requirements of countries they intend to visit
• Advises the business on all immigration requirements, developments and compliance issues.

7. Facilities Management

• Supervises best allocation and utilisation of space and resources for new buildings, or re-organising current premises;
• Conducts performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
• Responds appropriately to emergencies or urgent issues as they arise and dealing with the consequences.
• Keeping staff safe; ensures that office facilities are habitable.

B. EDUCATION

• A University Degree in Business Administration or any other related field.
• A Master’s degree will be an added advantage
• Professional training/certification will be an added advantage

C. EXPERIENCE 

• At least 6 – 8 years working experience in  Administration/Management environment, 3 of which should have been in a senior management role

D. KNOWLEDGE AND SKILLS 

• Advanced knowledge of Excel and good overall PC skills
• Knowledge of import/export procedures desirable
• Team player
• Good time management skills and ability to prioritize
• Reporting Skills,
• Verbal Communication
• Good interpersonal skills

Please apply via email to: careers@econet.bi or bring your application to HR department, clearly indicating the position being applied for in the subject area. Closing date for all applications is Wednesday, 11 December 2020 at 5PM.

 Please note only short listed applicants will be responded to.