Administration Directorate Opportunities

Reports To: Director, Administration

Job Summary: Leads the strategic management, maintenance, and optimisation of the organisation’s physical properties and assets, ensuring alignment with operational goals and regulatory requirements.

Key Responsibilities:

• Oversee the management of organisational properties, including acquisition, maintenance, and disposal

• Develop and implement asset management strategies to ensure the optimal utilisation and maintenance of physical assets

• Manage the maintenance and operation of organisational facilities, ensuring a safe and efficient working environment

• Ensure the refurbishment, maintenance of all physical assets and estates, ensuring quality, compliance, and cost-effectiveness.

• Oversee the allocation and utilisation of space and resources for new buildings, or the reorganisation of current premises.

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• Managing budgets related to estates and assets, including capital expenditure and operational costs

Skills and Qualification Requirements

• Master’s degree in Estate Management, Facilities Management or related field

• Minimum of ten (10) years’ experience in estate or asset management, with at least four (4) years in a senior role

• Expertise in estate management, facilities management, and asset optimisation.

• Experience managing projects such as renovation and relocation works

• Strong leadership and project management skills.

• Strong Organisational and administrative Skills

• Financial acumen for budget planning and cost control.

• Excellent communication skills

• High level of integrity

Reports To: Head of Unit, Estate & Asset Management
Job Summary: To supervise the maintenance office complex, repair electrical faults, coordinate janitorial services and ensure a suitable work environment. 

Key Responsibilities:
•    Support with the development and implementation of asset management strategies
•    Supervise the Inspection and repair of electrical faults and plumbing works 
•    Continuously inspect building structures and undertake building maintenance 
•    Ensure office facilities are always clean 
•    Coordinate fire and evacuation training for employees
•    Manage the tracking of air condition maintenance and ensure the appropriate vendor is notified
•    Oversee waste disposal
•    Oversee refurbishment and renovation of the organisation’s office space 
•    Plan the best allocation and utilisation of space and resources for new buildings, or the reorganisation of current premises.
•    Maintains inventory and distribution of equipment across the Agency and tracks maintenance schedules. 
Skills and Qualification Requirements:
•    Bachelor’s degree in Estate Management, Facilities Management, Real Estate, or a related field.
•    Minimum of seven (7) years’ experience in facilities or estate management, with at least two years in a senior role
•    Knowledge of general repairs and maintenance work, including electrical, plumbing, civil and construction works
•    Knowledge of Estate Management
•    Excellent Communication skills
•    Proficiency in the use of MS Office 
•    Organisational and administrative Skills 
•    Understanding of budget and expense management 
•    High level of integrity
 

Reports To: Principal Officer, Estate, Asset Management

Job Summary: Provides support in maintaining, tracking, and optimising estate properties and physical assets by established schedules and standards.

Key Responsibilities:

• Assist in the maintenance and monitoring of estate assets.

• Maintain asset registers and support asset lifecycle management.

• Support acquisition, leasing, and disposal processes.

• Conduct assessments and report on asset condition and utilisation.

Skills and Qualification Requirements:

• Bachelor’s degree in Estate Management, Facilities Management, Real Estate, or a related field.

• Minimum of 3-5 years’ relevant experience.

• Understanding of asset and facilities management

• Knowledge of expense and budget management

• Good organisational and administrative skills.

• Good communication and teamwork abilities.

• High level of integrity

Reports To: Head of Unit, Health & Safety
Job Summary: Supports the Head of Unit with the implementation and monitoring of health and safety programs to ensure a safe working environment for all employees, complying with relevant regulations and industry best practices.
Key Responsibilities:
•    Support the development and enforcement of health and safety policies and procedures 
•    Supervise and conduct regular safety inspections and audits of facilities and operations
•    Ensure the proper use and distribution of personal protective equipment (PPE)
•    Support the promotion of a culture of safety awareness throughout the organisation
•    Investigate workplace accidents to determine causes and prevent recurrence.
•    Supervise the recording of workplace accidents and near misses, and prepare detailed reports on safety inspections, incidents, and compliance status for the Head of Unit
Skills and Qualification Requirements
•    Master’s Degree in Health & Safety or related discipline
•    A minimum of seven (7) years of experience in health & safety, in a mining or regulatory environment, with at least two (2) years’ experience in a senior role
•    Knowledge of health and safety regulations and standards.
•    Risk assessment and management skills.
•    Strong communication and interpersonal skills.
•    Ability to conduct safety training and presentations.
•    Proficiency in safety management software and systems.
•    Strong attention to detail and accuracy.
•    Knowledge of emergency response procedures.
•    Experience with the ISO 45001 standard.
•    High level of integrity

Reports To: Director, Administration

Job Summary: Oversees the effective delivery of general support services, including facilities, housekeeping, and transportation, ensuring operational efficiency and service quality.

Key Responsibilities:

• Manage and coordinate general services operations—cleaning, and facility upkeep.

• Monitor service providers to ensure adherence to service level agreements.

• Develop policies and SOPs for general services.

• Track maintenance schedules, vehicle usage, and service performance.

• Optimise operational costs and resource usage.

Skills and Qualification Requirements:

• Bachelor’s degree in Facilities Management, Estate Management, Business Administration, or related field.

• At least 7 years’ experience in general services or facilities management, including 5 years in a supervisory role.

• Strong leadership and coordination skills.

• Proficient in budgeting and resource planning.

• Excellent communication and attention to detail.

• High ethical and professional standards.

Reports To: Director, Administration

Job Summary: Leads the organisation’s IT function, ensuring secure, efficient, and future-ready digital operations aligned with regulatory and operational priorities.

Key Responsibilities:

• Oversee IT governance, infrastructure, and digital transformation initiatives.

• Develop and implement cybersecurity and data protection frameworks.

• Manage enterprise IT systems and ensure operational uptime.

• Support IT risk management and business continuity planning.

• Lead digital innovation to support regulatory efficiency.

Skills and Qualification Requirements:

• Master’s degree in IT, Computer Science, Cybersecurity, or related discipline.

• Minimum of ten (10) years’ experience in IT governance or digital transformation, with 4 years in a senior role

• Strong strategic and problem-solving capabilities.

• Adaptability to evolving technologies.

• High integrity and security-conscious mindset.

Reports To: Head of Unit, Information Technology
Job Summary: Manages enterprise IT infrastructure and cybersecurity frameworks, supporting the digital operations and compliance of the organisation.
Key Responsibilities:
•    Administer IT systems and ensure infrastructure resilience.
•    Implement cybersecurity protocols and monitor threat landscapes.
•    Support system upgrades and project delivery.
•    Ensure compliance with IT governance and data protection policies.
•    Coordinate cloud services and system integrations.
Skills and Qualification Requirements:
•    Bachelor’s degree in IT, Computer Science, Cybersecurity, or related field.
•    Minimum of seven (7) years’ IT operations or cybersecurity experience.
•    Strong analytical and problem-solving skills.
•    Collaborative and adaptable mindset.
•    Ethical, with a focus on data security

Reports To: Director, Administration

Job Summary: Leads the organisation's procurement function, ensuring efficient, transparent, and compliant acquisition of goods and services.

Key Responsibilities

• Develop and implement procurement strategies aligned with organisational goals, ensuring cost-effectiveness and regulatory compliance.

• Oversee vendor management, including identifying, evaluating, and managing relationships with vendors, ensuring quality, reliability, and competitive pricing

• Oversee the procurement process, from requisition to contract management, ensuring efficiency and transparency.

• Ensure all procurement activities comply with the Public Procurement Act, 2016 (Act 914)

• Lead contract management by collaborating with legal to draft contracts, negotiate, and manage contracts, ensuring favorable terms and conditions for the organisation.

• Develop and manage the procurement budget, ensuring cost control and effective resource allocation

• Collaborate with the risk department to identify and mitigate procurement-related risks, including supply chain disruptions and vendor performance issues.

Skills and Qualification Requirements

• Master's degree in Supply Chain Management, Procurement or related field and a member of a professional body

• Minimum of ten (10) years of experience in procurement management within a regulatory or mining environment, with at least four (4) years in a senior role

• Strong understanding of the Public Procurement Act, 2016 (Act 914)

• Proven ability to develop and implement procurement strategies.

• Excellent negotiation, communication, and interpersonal skills.

• Knowledge of contract management principles.

• Experience in vendor management and supplier relationship management.

• Experience with international trade and import/export regulations is a plus.

• Strong knowledge of ethical procurement practices.

• Strong analytical and problem-solving abilities.

• Knowledge of blockchain in procurement or transparency

• High level of integrity

Reports To: Head of Unit, Procurement

Job Summary: Supports the Head of Procurement in managing procurement activities, ensuring compliance with procurement regulations, and optimising procurement processes.

Key Responsibilities:

• Report to the Head of Procurement, supporting procurement processes across all directorates.

• Conduct market research and supplier assessments to identify cost-effective and reliable vendors.

• Participate in preparing procurement plans and budgets, ensuring alignment with the organisation’s operational needs.

• Supervise the tendering process, ensuring compliance with public procurement laws and internal policies.

• Review purchase requests, evaluate supplier bids, and facilitate contract negotiations.

Skills and Qualification Requirements:

• Master’s degree in Supply Chain Management, Procurement, Business Administration or a related field.

• Minimum of seven (7) years’ procurement experience, with at least 2 years in a senior role

• Understanding of the tendering process and procurement laws

• Supplier and vendor relationship management

• Negotiation skills

• Excellent Communication and interpersonal skills

• Strong problem-solving skills to address supply chain challenges.

• Detail-oriented with strong record-keeping abilities.

• High level of integrity

Reports To: Head of Unit, Security

Job Summary: Supports the Head of Unit in developing and implementing security strategies and protocols to protect the organisation's assets and personnel, ensuring compliance with security regulations and best practices

Key Responsibilities:

• Assist in the implementation and enforcement of security protocols, including access control, surveillance, and emergency response procedures.

• Monitors surveillance cameras and inspects property

• Support the Head of Unit in conducting risk assessments and developing mitigation strategies to address potential security threats, collaborating with the risk department

• Assist in the management of security systems, including CCTV, access control systems, and alarm systems

• Assist in responding to security incidents and conducting investigations.

• Support the development and delivery of security training and awareness programs for staff.

• Prepare security reports and maintain accurate security records.

Skills and Qualification Requirements

• Bachelor's degree in Peace & Security Studies or a related field.

• Minimum of seven (7) years’ experience in security operations or security services environment

• Experience in security operations or risk management.

• Understanding of security protocols and best practices.

• Strong analytical and problem-solving skills.

• Proficiency in security systems and technology.

• Good communication and interpersonal skills.

• Ability to work effectively in a team environment.

• Ability to maintain confidentiality.

High level of integrity

Reports To: Principal Officer, Security

Job Summary: Responsible for monitoring and enforcing security measures to protect the organisation’s premises, assets, and personnel.

Key Responsibilities:

• Undertakes security patrol activities of the organisation

• Screens visitors before granting access to the premises of the organisation.

• Monitors the movement of people and vehicles within and around any premises of the organisation

• Undertakes accurate daily data entry on occurrences relating to security matters.

• Assist with investigation on security matters and suspicious activity

• Conduct routine security patrols within the premises.

• Report security incidents and suspicious activities.

• Assist in emergency response and evacuation procedures.

Skills and Qualification Requirements:

• WASSCE, SSCE

• Minimum of 3-5 years’ experience in security operations, law enforcement, or a related role.

• Vigilant and observant with strong attention to detail.

• Ethical and committed to security integrity.

• Good communication and interpersonal skills.

• Ability to remain calm under pressure and respond to security incidents.

• Strong sense of responsibility and teamwork.

Reports To: Director, Administration

Job Summary: Responsible for implementing store management policies, maintaining accurate inventory records, and ensuring proper stock handling and distribution.

Key Responsibilities:

• Support the Director, Administration, in managing inventory and warehouse operations, ensuring efficient tracking, storage, and distribution of materials.

• Develop and implement inventory management policies, ensuring effective tracking, usage, and replenishment of stock.

• Monitor warehouse operations, ensuring proper storage, security, and optimal space utilisation.

• Monitor stock levels and procurement requests, preventing shortages or overstocking of critical items.

• Ensure compliance with procurement and storage regulations, maintaining accurate records of incoming and outgoing goods.

• Optimise supply chain logistics, ensuring timely distribution of materials to various operational units.

Skills and Qualification Requirements:

• Bachelor’s degree in Logistics, Supply Chain Management, or a related field.

• Experience in ERP-based inventory systems and modern supply chain technologies.

• Minimum of 3-5 years’ experience in store management.

• Detail-oriented with a high level of accuracy.

• High Ethical Standards.

• Good communication and interpersonal skills.

• Adaptability to fast-paced warehouse environments and operational changes.

Reports To: Director, Administration

Job Summary: Leads and manages all transport operations, including fleet management, vehicle insurance and fuel management.

Key Responsibilities:

• Formulate and implement policies and procedures, and safety standards on transport management.

• Oversee the acquisition, registration of new vehicles, insurance and roadworthy certificates, maintenance, and repairs of vehicles.

• Ensure insurance, roadworthiness worthy and driving license renewals are renewed promptly

• Conduct financial analysis on vehicle costing, fuel usage and other logistical costs to aid in budget preparation.

• Use data analysis tools to analyse fuel usage trends

Skills and Qualification Requirements

• Bachelor's degree in Logistics and supply chain management or related field

• Ten (10) years in transport and fleet management, with at least 4 years in a supervisory role

• Extensive understanding of automotive maintenance and repairs

• Extensive knowledge of road traffic regulations, DVLA and roadworthy process, and motor insurance

• Knowledge of workshop management, repair, and maintenance

• Knowledge of auctioning and asset disposal processes

• Knowledge of vehicle tracking systems

• Experienced in conducting accident investigations

• Good Communication Skills

• High level of integrity

Reports To: Head of Unit, Transport

Job Summary: Perform all official travels safely, regular servicing and taking good care of all assigned vehicles.

Key Responsibilities:

• Ensure vehicles are clean, well-maintained, and in good working condition.

• Conduct vehicle inspection and report any identified issues to the Head of Transport

• Reports need for service and carries out minor repairs. 

• Follow all road traffic regulations and the organisation’s transport policies and procedures

• Promptly report all involvement of the organisation’s vehicle in accidents, including minor accidents, damage, loss, or theft.

• Maintain accurate records of mileage, fuel consumption, and delivery logs, and prepare

• Assist with the loading and unloading of materials as needed.

• Reads and records mileage and reports to the Senior Officer, Transport

• Complete assigned log sheets

Skills and Qualification Requirements:

• WASSCE, SSCE, NVTI Auto Technician 1 or related field

• Possess a valid driver's license

• Minimum of 3-5 years’ experience in driving with no accident records

• Ability to read, write and communicate in English and speak any other local language

• Ability to read and interpret road signs

• Knowledge of road traffic regulations

• Ability to recognise vehicle maintenance needs

• Ability to perform minor repairs

• Ability to use GPS

• Upholds professionalism

• High level of integrity

Reports To: Director, Administration

Job Summary: Responsible for coordinating official engagements, managing diplomatic relations, and ensuring adherence to protocol guidelines in organisational events and interactions.

Key Responsibilities:

• Plan and coordinate official events, meetings, and ceremonies.

• Ensure compliance with diplomatic and corporate protocol procedures.

• Liaise with government officials, dignitaries, and external stakeholders.

• Manage travel arrangements and hospitality for senior executives.

• Assist with security and logistics for official events.

• Maintain protocol records and documentation.

Skills and Qualification Requirements:

• Bachelor’s degree in International Relations, Public Administration, or a related field.

• Minimum of five (5) years’ experience in protocol management or diplomatic relations.

• Detail-oriented with strong organisational skills.

• Ethical and professional in handling official engagements.

• Strong interpersonal and communication skills.

• Ability to work under pressure and manage high-profile events.