Job Purpose
Under the supervision of the Administrative Services Officer (GMG/AM 3), the Chief Office Attendant (LMO/TS 3), is responsible for supervising all Office Attendants to maintain the offices in a satisfactory condition for work, distributes newspapers, make minor repairs to office furniture and equipment and is the custodian of keys. The incumbent is also responsible for arranging office furniture to the preference of the staff, distribute cleaning agents and bathroom supplies for refilling on each floor. The incumbent also deputizes for the Caretaker in their absence and is required to work on alternate weekends and holidays to supervise the part-time cleaners and to secure the Government’s assets and building.
Key Responsibilities
Management/Administrative:
- Keeps records of duplicate keys cut by locksmith for officers who lose their keys;
- Prepares and submits reports regarding minor repairs to be done.
Technical/Professional:
- Supervises office attendants to ensure that their assignments are completed satisfactorily;
- Receives, records and issues to officers daily newspapers;
- Receives, secures and distributes cleaning products and toiletries to attendants and part time cleaners;
- Opens and closes offices and ensures that keys are in safe custody;
- Supervises the removal of office furniture and equipment from one office to another or to storage area;
- Supervises the removal of furniture to be repaired and their return to the correct office on completion;
- Effects minor repairs to furniture and fixtures in offices;
- Checks bathroom facilities to identify area to be repaired and reports same to the Administrative Services Officer;
- Checks compound to ensure that the premises are swept by groundsmen, and lawns and hedges are maintained;
- Opens offices on weekends, supervises their cleaning and locks securely thereafter;
- Having custody to the elevator emergency key and opens elevator in cases of emergency.
Human Resources:
- Monitors and evaluates the performance of direct reports, prepares Performance Appraisals and recommend and/or initiates corrective action where necessary to improve performance and/or attain established personal and/or organizational goals;
- Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
- Recommends transfer, promotion, termination and leave in accordance with established human resource policies and procedures;
- Ensures the welfare and developmental needs of staff in the Branch/Section are clearly identified and addressed;
- Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch’s and organization’s goals.
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Strong customer and quality focus skills
- Teamwork and cooperation
- Good problem-solving and decision-making skills
- Good interpersonal skills
- Good leadership skills
- Good people management skills
Technical:
- Ability to execute minor repairs to furniture and equipment
- Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures
- Dexterity
Minimum Required Qualification and Experience
- Completion of Secondary Level education
- Must be literate.
- Five (5) years’ experience
Please note that only shortlisted applicants will be contacted.
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