VACANCY
The Mombasa County Public Service Board is looking for suitable qualified and competent persons for the following positions in the Sub County Administration.
Sub County Administration Coordinator (1 Post) –JG ‘S’
Deputy Director Administration/Logistics (1 Post) – JG ‘Q’
Civic Education Assistant (2 Posts) – JG ‘N’
Monitoring and Evaluation Assistant (2 Posts) – JG ‘N’
Assistant Director Operations (1 Post) – JG ‘P’
Coordination Assistant (2 Posts) – JG ‘N’
Assistant Director Communication (1 Post) – JG ‘P’
Senior Information Officer (1 Post) – JG ‘N’
Information Officer (1 Post) – JG ‘M’
Sub County Administrator (3 Posts)- JG ‘Q’
Procurement Assistant (1 Post) -JG ‘N’
Mandatory documents required for the application
The application letter should clearly state the position applied for and ensure the listed clearance certificates below are upto date.
Hand delivery applications can be delivered to the Mombasa County Public Service Board office, Betting Control Building, 1st Floor, opp. Swahili Culture near Mombasa Hospital on or before 27th July, 2016. All applications should clearly indicate the position applied for on the envelope and cover letter.
C.V.
Copies of relevant academic and professional qualifications.
KRA Compliance certificate
HELB clearance Certificate
Certificate of Good of Conduct from the Kenya Police department.
EACC clearance certificate.
Confirmation of Kenyan citizenship. (National ID / Passport).
1. SUB COUNTY ADMINISTRATION COORDINATOR-ONE (1) POST –
JOB GROUP ‘S’
Serve as the Executive administrative assistant to the County Governor. Relieve the executive of routine administrative tasks and ensure smooth and effective administrative operation of the department. Set daily priorities based on knowledge of the overall functions of the department.
DUTIES AND RESPONSIBILITIES
Plan, initiate, and manage administrative activities and processes for the assistant directors in the various departments of the Sub county Administrators office.
Maintains administrative workflow by studying methods; implementing and developing reporting procedures.
Creates and revises systems and procedures by analyzing operating practices; studying utilization of resources; evaluating personnel and requirements; implementing changes.
Develops administrative staff by providing information, educational opportunities, and coaching.
Resolves administrative problems by analyzing information; identifying and communication solutions.
Maintains rapport with departmental staff, the community, and sub county/ward administrators by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
Maintains suggestion system by directing and controlling administrative aspects in accordance with County directives.
Provides information by answering questions and requests.
Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
Respond to non-technical inquires and administrative issues.
Serve in a project supervisory role as assigned by the County or official body.
Prepare and/or review correspondence, reports, charts, spreadsheets and other related materials.
Attend meetings and conferences in your capacity as the Sub County Administrative Coordinator relaying pertinent information where needed.
Coordinate meetings and conferences relating to departmental matters.
Oversee and ensure Sub County/ Ward Administrations adhere to policies and guidelines set by the county government.
Respond in person, via telephone or in writing to inquiries directed to Sub County level that may not require the attention of the governor.
Follow up on the behalf of the Governor on Sub County level issues to ensure timely response or action.
Perform related work as required.
Completes administrative projects by identifying and implementing new technology/measures and resources; redesigning systems; recommending re-deployment of designated resources /staff.
Accomplishes department and County mission and vision by completing related results as needed.
Interacts with the public and others outside the work unit to obtain and provide information and
Assistance in a variety of circumstances. Screens and Responds to inquiries and complaints; provides Information on policies and procedures.
REQUIREMENTS FOR APPOINTMENT
Bachelors Degree in Business Administration or management or a full professional qualification Procurement
A Masters Degree will be an added advantage
Demonstratable ability to lead and manage staff
Excellent analytical, problem solving and organizational skills
5-7 years of related administrative support experience or an equivalent preferably in a Government office.
2. DEPUTY DIRECTOR ADMINISTRATION /LOGISTICS – ONE (1) POST -JOB GROUP ‘Q’
DUTIES AND RESPONSIBILITIES
Develop and implement effective administration policies and procedures. Review and update the procedures as required.
Oversee the annual budget preparation for the department and present for management approval; monitor and control the administration budget;
Oversee the management of all property (excluding energy Plants and networks) management services including the building cleaning and security, maintenance and repair and furniture and fittings.
Responsible for the allocation and furnishing of office space.
Supervise and review the performance of outsourced property managers and suppliers.
Manage planning and implementation of logistics, including coordination with Project Managers and Project Developers.
Participate in the development of logistics policies and procedures in line with the procurement policies and strategic objectives of the organization.
Coordinate the logistics of material and equipment
Oversee general administration services, and ensure the provision of a conducive working environment.
Oversee the management of the registry.
Supervise and manage the performance and development of staff in the department in line with the county government’s goals, objectives, policies and regulations.
REQUIREMENTS FOR APPOINTMENT
Bachelor’s Degree in Business Administration or management or a full professional qualification Procurement
At least 6 years of experience in an Administration role, 2 of which should be at management level.
Demonstratable ability to lead and manage staff
Proficient in standard logistics software
Excellent analytical, problem solving and organizational skills
Ability to work independently and handle multiple projects
BS in Business Administration, Logistics or Supply Chain
Good leadership, communication and teamwork skills.
Good computer skills including Microsoft Word and Excel
Must be a proactive self-starter and have ability to work with a minimum of supervision.
Must be able to analyze problems encountered during work activity and recommend solutions.
Must be able to manage time effectively to complete daily assignments
3. CIVIC EDUCATION ASSISTANT – TWO (2) POSTS – JOB GROUP ‘N’
DUTIES AND RESPONSIBILITIES
Planning civic educational programmes
Establishing new community initiatives
Liaising with relevant community groups and organizations
Maintaining records and writing plans and reports
Preparing and submitting funding applications
Undertaking outreach work
Facilitating self-help community groups
REQUIREMENTS FOR APPOINTMENT
Good interpersonal, teamwork, problem-solving and communication skills are essential, as is a mature, confident, patient and resilient disposition.
Ability to work with people in disadvantaged situations and limited funding and resources
Be a holder of a Bachelors degree in sociology, social work/policy, community studies, communications, public administration or social science or equivalent qualification from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;
OR
Be a holder of at least a relevant Diploma i.e sociology, social work/policy, community studies, communications, public administration or social science or equivalent qualification from a recognized institution in Kenya;
Working experience of not less than five (5) years at middle level management/administration;
OR
Post secondary education/certificate with at least seven (7) years experience in administration/management in a public or private sector.
Teaching and adult education qualifications can be an added advantage.
4. MONITORING & EVALUATION ASSISTANT – TWO (2) POSTS – JOB GROUP ‘N’
DUTIES AND RESPONSIBILITIES
Providing technical guidance and direction for, and review of M&E activities and the resulting deliverables, including reports.
Serve on evaluation assignments as Team Leader or technical expert.
Inform and develop M&E approaches and strategies as required, and work being implemented.
Develop methodology, tools/protocols, and implement key informant interviews and focus groups.
Contribute to developing tools for managing evaluation data for visualizing the data.
Write evaluation reports in accordance with the sub county evaluation policies and standards.
Oversee and provide guidance to evaluation teams.
Manage and oversee all contractual reporting requirements for assigned projects.
Conduct research and intelligence gathering to obtain information on priority areas.
Develop and strengthen monitoring, inspection and evaluation procedures.
Monitor all project activities, expenditures and progress towards achieving the project output.
Recommend further improvement of the logical frame work
Monitor the sustainability of the project’s results.
Suggest strategies to the Project Management for improving the efficiency and effectiveness of the project by identifying bottlenecks in completing project activities and developing plans to minimize or eliminate such bottlenecks.
Participate in annual project reviews and planning workshops and assist the Project Manager in preparing relevant reports.
Support monitoring and evaluation of the effects and impact of the project.
Assist the project personnel with M&E tools and in supporting them in their use.
Organize and conduct training on M&E.
Preparing monthly and quarterly reports on project progress based on MIS reports on project activities.
Develop M&E system for the Project and for the government counterpart/stakeholders.
REQUIREMENTS FOR APPOINTMENT
Undergraduate degree is required from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;
OR
Be a holder of at least a Diploma from recognized institution in Kenya with working experience of not less than five (5) years at middle level management/administration;
OR
Post secondary education/certificate with at least seven (7) years experience in administration/management in a public or private sector.
Experience with research, including data collection and data management.
Strong computer skills required. Successful candidates will have an excellent working knowledge of Excel, and have experience using database and data analysis software.
Familiarity with Monitoring & Evaluation software.
Excellent oral and writing skills in English and Swahili.
5. ASSISTANT DIRECTOR OPERATIONS– ONE (1) POST – JOB GROUP ‘P’
DUTIES AND RESPONSIBILITIES
The operations director plays a key role in chalking out the overall operational policy.
Manage and develop strategic partnerships with third party suppliers and other internal stakeholders.
Ensure quality, up-to-date documentation exists for all service arrangements.
Provide input into the divisional strategy with particular focus into opportunities to grow and/or enhance the Service offered.
Provide leadership and direction to the service management function ensuring appropriate and robust service management in the sub counties and review frameworks are in place.
Contribute to short and long-term planning and strategy.
Assist in establishing goals, policies, procedures, budgets and personnel needs.
REQUIREMENTS FOR APPOINTMENT
A BSc/BA in business administration or management operations.
Proven experience as an assistant director or other similar positions.
Experience in performance and operations management.
Knowledge of relevant regulations.
6. COORDINATION ASSISTANT – TWO (2) POSTS – JOB GROUP ‘N’
DUTIES AND RESPONSIBILITIES
Provide follow-up support in determining outcomes from individual projects.
Conducts market research and analyzes data for appropriate outcome and implementation (e.g., surveys, literature reviews, focus groups and questionnaires).
Responsible for database management for projects related to the department, including but not limited to committee/task force listing, production schedules, research/assessment reports, tracking reports, computer database relationship links and other related project databases.
Assists Senior Manager in proofing content and routing materials to all related departments project leaders regarding changes to product copy made prior to printing of marketing piece.
Assist to evaluate program effectiveness to develop improved methods.
Recruit and select program participants, members, and volunteers using appropriate promotional or marketing methods.
Develop and schedule program activities in accordance with specifications and funding limitations.
REQUIREMENTS FOR APPOINTMENT
Be a holder of a Bachelor’s degree in International Relations, management and/or science and technology or equivalent qualification from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;
OR
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