Overview

Manager, General Administration

Job Description

To provide Office Administrative support services to the entire business in support of the Toyota Kenya business strategy. The Support services includes facilities management, insurance, office administration and management of outsourced services.

Managerial/Supervisory Responsibilities

Lead and supervise the administration team to ensure adherence with company guiding principles as well as the achievement of set targets.
Facilitate the training and development for the administration staff in line with TKEN’s policies for improved service delivery.
Carry out performance appraisals of team members in line with company requirements for performance management purposes.
Supervise and offer guidance to the Outsourced Service in-plants (cleaning team, tea service, landscaping, archive services and other admin allied works) to ensure delivery of quality and timely services.
Organize transport for staff members as and when required.
Operational Responsibilities

Prepare and update the asset register for Insurance purposes and manage all insurance covers to ensure there are no uninsured risks.
Coordinate risk assessments and asset valuations on a regular basis for appropriate action.
Negotiate insurance premiums with service providers to support cost efficiency for Toyota Kenya.
Report, document and follow up all the insurance claims to ensure that all claims are settled in a timely manner.
Negotiate and constantly review Service Level Agreements and contracts with various suppliers on behalf of the company and ensure value of money.
Ensure utilities across the Company including water, electricity, telephone are fully functional and bills are paid for on time to avoid service disruptions.
Keep custody of the company seal, company contracts, title deeds, vehicle spare keys, logbooks and company records in the Archives, to ensure minimal exposure to unauthorised persons, safety from wear and tear, as well as to support ease in access when required.
Visit branches to ensure compliance with set standards and regulatory provisions.
Identify need for and purchase furniture for staff for efficient service delivery.
Allocate space, compute rent, prepare leases and collect rent from tenants occupying Toyota Kenya buildings.
Provide administrative support in the purchase of assets used in the setup of new branches to enhance efficiency and effectiveness in new branch set up.
Supervision of approved maintenance/repair works
Ensure facilities preventative maintenance schedules are adhered to
Regular update of the Company vehicle list.
Ensure all business licenses, vehicle transfers, KG plates, parking fees, land rates and rents and other statutory obligations are paid for timeously and licenses obtained

Job Skills, Knowledge and Experience

Minimum level of academic and professional qualification required to perform effectively in the role

Bachelor’s Degree in Business administration or related field
Certificate in Facilities management
Certificate of Proficiency in Insurance will be an added advantage
At least eight years’ experience in a similar position
Good interpersonal skills

Working Relationship

Internal customers
Administration team
Management Team
Staff members
Tenants
External Customers

Suppliers
County Governments
Outsourced Services
Regulatory Bodies e.g. KEBs, NTSA,
MCSK, NPS etc.
Membership Associations e.g. KAM
Competencies

Technical 

Budgeting knowledge
Computer literacy
Project management
Financial management
Automotive industry awareness
Toyota Retail Concept, Toyota facility guidelines and knowledge of TKEN business units
Human resource management
Performance management
Organization & planning
Functional

Report writing
Presentation skills
Benchmarking & evaluation
Behavioral

Negotiation Skills
Integrity, analytical & numerical skills
Leadership and management-ability to lead teams, mentor and coach staff to goal definition and achievement
Performance Management and team building
Decision making– ability to make strategic decisions in a timely and effective manner and to be accountable for decision making within departmental and role allocation and advise departments on major financial implications and critical decisions required
Professionalism –maintains a professional approach based on ethics and TKEN values
Integrity and honesty and ethics- ensures ethical practices and integrity and ensures TKEN is not put at reputational risk
Building consensus and influencing-ability to influence various players across all TKEN departments
Communication Skills
Customer orientation-is customer focused striking a solid balance between external and internal customer orientation
Resilience –is able to withstand strategic and operational challenges and maintain momentum
Emotional Intelligence-manages emotions in a mature and composed manner as expected of a leader

MODE OF APPLICATION

Click “APPLY FOR JOB” button above to apply for this job.

If you meet the requirements, kindly forward your application enclosing a detailed curriculum together with a cover letter by close of business on Monday 20th September 2021

Please indicate Manager, General Administration as the header of your email.

About Toyota Kenya

Toyota Kenya Limited is the authorized distributor and service provider of Toyota, Yamaha, HINO and Suzuki brands in Kenya. Toyota Kenya Ltd was incorporated in 1997 as a subsidiary by Toyota Tsusho Corporation (TTC) the trading arm of Toyota Motor Corporation.

Toyota Kenya employees are guided by the Toyota Way which is a common set of values, beliefs, principles and business methods that act as the lifeblood of whi we are and what we do. We may not always have job openings, but you can drop us your CV and we will get back to you as soon as a vacancy that suits your skills comes up, so just click the apply button