Administration Manager at DHL

Job Description

Role Context

Provide office administration management that drives and reinforces DHL’s culture and business strategies; design and manage Administration policies and practices that ensure effective support at all levels in the organization.

Key Responsibilities

Each year at renewals, work closely with the Chief Financial Officer and Head of Human Resources in planning for a staff medical cover that is both competitive and cost friendly keeping in mind that a healthy workforce translates to increased output and will effectively be part of sustaining DHL as employer as choice
Maintain close contact with the medical preferred providers acting between them and staff as well as manage employee queries
DHL express Facility management and maintenance and managing proactively facility repairs
Providing quarterly medical updates to keep management and all staff updated
Co-ordinate the DHL Staff Retirement Benefits Scheme as trustees and ensure it meets all statutory RBA requirements: quarterly meetings, AGM, and ensure with the other trustees that the savings remain in safe custody whilst attracting maximum yields
Co-ordinate NSSF, NHIF, NITA and DIT returns at month end as required
Ensure employee benefits to those exiting the company are paid in an accurate and timely manner. Resignation acknowledgement and clearance form filled in and filed for all staff
At the start of each year ensure that all licences are renewed as per GOK or local government authorities requirements
Negotiate and co-ordinate insurance for vehicles, office property, general staff insurance
Assist Fleet Manager with follow up of vehicle accidents and insurance claims within specified time frames
Assist Head of Human resource in follow up of OSHA claims from insurance and facilitate documentation of the same
Keep in safe custody all vehicle log books
Overall in charge of HR filling and archiving of employee documents
Keep abreast of the local labour legislation and public policy and ensure DHL awareness and compliance with the law. This will also include ensuring that DHL keep abreast of various developments that could affect the Company in terms of effecting licensing, insurances, health & safety, training
Liaise from time to time with CIAK (Courier Industry Association of Kenya) for updates in the courier industry. Ensure quarterly returns are made within the specified time frame
Work closely with Chief Finance Officer, Management Accountant and Head of HR to ensure the smooth flow of any other related processes. including but not limited to: internal CRISP audits

HEALTH AND SAFETY MANAGEMENT

Enforcing the Country’s Health and Safety strategy, policies and standards in stations and gateways
Ensure that all Health and safety non-conformances are timeously reported, investigated, and attended to within the prescribed time.
Preparation, implementation and attainment of the Health, Safety and Environmental certification.
Driving the behavioural safety program.
Review internal and external health and safety reports to determine areas that need improvement.
Ensuring Compliance with SSA DHL Express departments, contractors, and stakeholders with SHE legislation and internal DHL Express SHE Policies and Procedures.
Ensure Health and safety statutory inspections e.g., occupational hygiene surveys are conducted as prescribed by legislation.

Minimum Requirements

Education & Experience

A Degree from a recognized University most preferably Procurement and/or Facility Management
At least 4 years working on a similar or related role
Competent user of the Microsoft Office Suite
Understanding of ERP systems
Good oral Communication Skills both in English and Kiswahili
Goal and Deadline driven
High Level of Integrity
Willingness to learn and adapt their experience to a dynamic environment
Ability to manage and work in a team