Job Overview
Administration and Compliance Executive
Department: Internal Audit
Job Purpose
To provide independent oversight, compliance, and assurance for all departments.
To offer operational and administrative support to all departments/staff members To be responsible for all shared resources within the branch.
Job Responsibility and Accountability
Inventory management by ensuring that monthly stock takes are done for all locations, variances reported to the respective HOD’s and appropriate action taken.
Perform monthly inventory, cashier, petty cash spot checks for all locations.
Review all the petty cash expenses for all locations before submitting to finance for reimbursements.
Items issued on consignments – Ensuring all paperwork processed in accordance procedures and follow-up with respective staff to ensure returns within the stipulated time frame.
Manual delivery notes-Responsible for ensuring all items dispatched on manual delivery notes have been approved by the managers and system stock updated within the 72 hours.
Pending Location Transfers – to ensure all stock entries and exits are processed in Orion from both ends – the receiving and dispatching; Responsible for ensuring compliance to policies and procedures for all departments.
Work closely with the respective managers in ensuring all banking’s for all locations are done daily.
To liaise with the branch managers in driving cost optimization initiatives for the region. E.g., on transport, electricity, office consumables
Continuously provide feedback to HQ on all relevant activities which can impact the branch performance in any manner.
Perform audits/reviews for all locations as per the IA procedures and as guided by the internal audit manager.
Resolve all critical customer related issues in liaison with the respective manager.
Ensure that all items procured locally for all departments are sourced at competitive pricing and procurement is undertaken in accordance with the company standard operating procedure;
Work closely with HR in ensuring HSE measures are put in place, staff trained and full compliance to the policies and regulatory requirements.
Ensure staff leave management is monitored in liaison with other managers as guided by HR.
Resolve any staff issues, complaints & queries with assistance from HR department.
Managing the outsourced 3PL Transporters in accordance to contractual agreement.
Supervise all disposals done for all the departments E.g., customer units, company assets, records, cannibalized units etc.
Oversee the office repairs and maintenance as guided by the responsible department. Responsible for all company assets for all locations.
Ensure that all welfare facilities i.e., first aid boxes, dining areas, washrooms, kitchen etc. meet the requisite hygiene standards and operate efficiently as per the standard operating procedures.
Liaise and coordinate with local governing bodies for relevant business licenses and without any interruption to the business.
Escalate to the respective HOD’s & Internal Audit Manager on any shortcoming in any given area.
Administration and Compliance Executive Job at Hotpoint Appliances Ltd in Kenya
Requirements
Qualification :
A Minimum qualification of a degree in any business-related course.
Experience
At least 5 years’ working experience with 3 years’ experience in a leadership role from a service industry background.
Strong finance and operational background.
Experience in service, retail or engineering related field will be an added advantage.
Proficient in English & Swahili (both verbal and written). Proficient in relevant computer applications.
Key Skills:
Excellent people management skills.
Excellent report writing skills.
Excellent interpersonal skills.
Strong analytical skills and being able to work with excel formular.
Excellent communication skills both verbal and written.
Good problem analysis and solving skills.
Good listening skills.
Computer skills.
Good organizational skills
How to Apply
Application closes on 15 November 2022.
