Senior Administration Officer at BOTSWANA TEACHING PROFESSIONALS COUNCIL

Role Purpose

Reporting to Manager, Human Capital and Administration, the successful candidate will be assigned to coordinate and control the implementation of administrative policies and procedures to ensure the efficient delivery of facilities, cleaning, driver messenger, transport, security, logistical, Council insurance policies and other office support services such as front desk reception services to enable BOTEPCO departments to achieve departmental and organisational objectives. In addition, the role is responsible for the coordination and implementation of the Council’s Safety, Health and Environment policies and procedures in consultation with other departments.

Key Performance Areas

Efficient Administration Services.
Budget Control.
Compliance with Service Level Agreements.
Logistical Support.

The main duties include but are not limited to:

Develops and coordinates the implementation of relevant systems, processes, and procedures for the conduct of the unit’s mandate.
Initiates the development, review and update of strategies and policies that will facilitate cost effective delivery of transport and office support services to BOTEPCO and submits them to Manager Human Capital and Administration.
Recommends the adoption of best practice interventions and systems and produces technical reports based on research.
Administers the Council’s Facilities management policy and procedures to ensure optimal availability of suitable facilities to conduct business.
Plans and organises and maintenance of facilities/ buildings to ensure that they are in a good state of repair.
Liaises with the Procurement Unit on the purchase, leasing and disposal of vehicles.
Administers the Council’s transport and fleet management policy and procedures to ensure optimal availability of transport to conduct business as well as efficient and economical use of BOTEPCO owned and leased vehicles.
Plans, organises, and undertakes vehicle maintenance activities, ensuring optimal availability of BOTEPCO vehicles.
Liaises with the Procurement Unit on the purchase, leasing and disposal of vehicles.
Investigates and prepares reports of incidents and submit recommendations to the Head of division for appropriate action.
Establishes and coordinates the implementation of policies, systems, and procedures for the delivery of cost-effective office services to support departments.
Ensures that cost effective and secure systems are in place for the handling of internal mail distribution and filing and the management of the registry function.
Organises and ensures daily processing and dispatch of mail through Botswana Post and couriers.
Organises and supervises the provision of temporary clerical assistance to BOTEPCO departments as and when required.
Supervises and monitors the provision of receptionist services.
Liaises with insurance providers on service, queries, claims, bills etc.
Liaises with water and telecommunications providers and ensures that BOTEPCO always has requisite utilities.
Liaises telecommunications and plumbing service providers to ensure that telephones and water equipment are serviceable.
Implements and manages cost recovery initiatives to ensure all employees pay for their private telephone calls.
Manages contracts for telephone service providers.
Ensures that the internal directory is always up to date.
Manages all administrative outsources services such as security and cleaning services.

Competencies

Team Leadership.
Communication, Influence, and Impact.
Planning, Organising and Coordinating.
Customer Service Orientation.
Decisivenes.

Qualifications and Experience

Degree in Facilities Management or related course.
A minimum of five (5) years administration experience and at least two (2) of which should have been in a supervisory role.

Interested candidates should submit their cover letter addressed to Manager Human Capital & Administration, detailed curriculum vitae (CV),certified copies of academic certificates and ID to: