Telephone Operator, Procurement, Communications, Debt Control, ICT, Area Representative Jobs at Laptrust Administration Services Ltd
Laptrust Administration Services Ltd is a Retirement Benefits Scheme Administrator registered by the Retirement Benefits Authority (RBA) and currently administers Local Authorities Pension Trust retirement scheme (a Defined Benefit Scheme) & Laptrust Retirement Fund (a Defined Contribution Scheme), Laptrust Individual Pension Scheme (LIPS).
Laptrust is a limited liability company incorporated in Kenya under the provisions of the Companies Act, Chapter 486 of the Laws of Kenya and whose registered office is situated at LAPTRUST House, Nairobi.
Laptrust Administration Services Ltd has exciting career opportunities in its establishment we are looking for talented, Energetic, ambitious and self motivated individuals to fill the following vacant positions.
Telephone Operator
Do you know the owner of the voice who answers you when you make a phone call at our offices?
That is from the Telephone Operator – usually sweet sounding with pleasing tone and good verbal skills in facilitating the smooth operation and communication in the company.
That is from the Telephone Operator – usually sweet sounding with pleasing tone and good verbal skills in facilitating the smooth operation and communication in the company.
Overall Purpose of the job
Reporting to the Administration Officer for providing front-line customer service, operating the telephone switchboard, receiving documents brought by hand and courier service, answering queries and directing clients to appropriate staff within Laptrust
Key Responsibilities
- Operate the PABX telephone switchboard to relay incoming, outgoing and inter-office calls and connect callers to appropriate persons and also provide relevant information as requested.
- Welcome visitors and record their details such as name, time of call, date, nature of business, person to see or talk to, schedule appointments; also direct people to correct destination and the person to be seen.
- Receive, letters and other documents brought by hand or courier deliveries and despatch them to registry.
- Transmit information and documents either through normal postage, courier, facsimile or electronic mail.
- Maintain accurate record of calls placed, determining whether they are official or business and preparing an invoice for the refund of private calls.
- Ascertain specific information in order to determine appropriate answers to queries made by customers or members of the public.
- Maintain a record of staff member’s whereabouts and availability.
- Perform routine maintenance duties such as taking care of plants and straightening magazines, ensuring water dispenser filled and clean cups available and generally to ensure the reception area remains clean and tidy.
- Ensure telephone bills are paid on time.
Minimum Qualifications
- A Diploma in Front Office Management or related subject.
- Minimum one (1) years relevant experience in front office/customer service
Key Competencies
- Knowledge of principles and processes for providing customer and personal services.
- Experience in operating a switchboard telephone applying business telephone procedures and etiquette and providing information.
- Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Knowledge of LAPTRUST mission and strategic objectives including thorough knowledge of core business operations and staff movement.
- Strong interpersonal relationships and ability to develop constructive and cooperative working relationships with others and maintaining them over time.
- Ability to communicate effectively both verbally and in writing with staff, visitors and members of the public in English and Kiswahili languages.
- NB: Individuals with disability are encouraged to apply
Procurement Officer
Overall Purpose of the Job:
Responsible to the Company Secretary and Legal Services Manager for the development, co-ordination, analysis and preparation of tender specifications for purchasing capital equipment, goods and services as provided in the annual budget in line with the procurement plans.
Key Responsibilities:
- Ensuring effective and efficient sourcing of goods and services as per laid down procedures for company use and the schemes under its administration.
- Participate in the development and implementation of procurement plans and budgets outlining key activities to be undertaken, resource requirements, performance measures and indicators as well as expected outcomes.
- Liaise with vendors and suppliers to obtain product or service information such as price, availability and delivery schedule.
- Estimate value of goods and services by soliciting for multiple quotations from reliable and competitive suppliers in line with prescribed regulations and standards.
- Ensure timely and quality supply of goods and services as per prescribed standards and in line with the tender specifications
- Participate in the evaluation of vendors considering tender applications against approved technical specifications, performance and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
- Participate in the development of detailed tender specifications and performance standards to facilitate procurement of capital equipment, goods and services in strict compliance to procedures and regulations.
- In liaison with the Finance and Investments Division, participate in the efficient disposal of unserviceable or obsolete stores, plant and or equipments.
- Ensure full utilization of the procurement system, ensuring efficient monitoring, tracking and controlling operating costs as well as maintaining up-to-date inventory of goods and services.
- Managing supplier / customer relations upholding the image of the company at all times as well as ensuring supplier satisfaction.
- Monitoring market trends and generating reports useful for decision making
- Undertake periodic evaluation of supplier performance.
- Liaising with the Store keeper to ensure prompt replenishment of stock items.
- Undertake market surveys/Research in order to consistently scout the market for the very best commodity/products prices as well as update and maintain a database for market prices.
- Prepare and review bidding documents, co-ordinate receiving of the tender documents, opening and evaluation of the same.
- Update and maintain a database for approved suppliers list.
- Prepare and publish notice of award of tenders/quotation in the website/Newspaper and as advised.
- Liaise with user departments to develop proper specifications.
- Monitor contract management by user departments to ensure implementation in accordance with the terms and conditions of the contract.
- Provide tailor made reports for the department to ensure implementation in accordance with the terms and conditions of contract.
- Provide Procurement guidance and expertise as may be required.
Minimum qualifications
- A Bachelor’s degree in Business, Commerce, Economics or related subject.
- Professional qualifications in Purchasing and Supplies Management and membership to the Chartered Institute of Procurement and Supplies.
- Minimum three (3) years relevant experience in purchasing, logistics and gained from a large organisation.
Key Competencies
- Considerable knowledge of Procurement and logistics.
- Ability to analyse and process purchasing requisitions and vouchers and make purchasing decisions and maintain complex inventory records
- Ability to interpret and apply government procurement policies and procedures and directives issued to public sector organisations.
- Ability to maintain professional status and keep abreast of evolving trends in procurement through continuing professional education programmes.
- Proficiency in word processing, database, spreadsheet applications and computerised procurement and stores software packages.
- Minimum 5 year’s experience in a busy supply chain department.
Corporate Communications Manager
Responsible to the Managing Director for the development, implementation and oversight of all Corporate communications programs to ensure that they effectively describe and promote Laptrust Administration Services Ltd and its products and services in order to enhance the Company’s overall reputation as well as to establish and maintain goodwill and understanding between an organisation and its public.
Core Duties and Responsibilities
- Formulate and participate in the development of Corporate Relations, Corporate social responsibility (CSR), communication strategies and implementation plans.
- Manage and monitor the execution of the Corporate Relations, Corporate social responsibility (CSR), communication budgets.
- Formulate policies and procedures related Corporate Communications Corporate Social responsibility (CSR), communication
- Serve as the internal resource and external representative on all corporate communication issues.
- Work with HR and internal communications and employee engagement teams to develop internal communications and employee social responsibility involvement plans as needed.
- Coordinate all external communications and other parties to pursue appropriate public relations, marketing, recognition and awards to validate the Company’s efforts.
- Identify main audiences and stakeholders to determine the best way to communicate publicity information to them.
- Prepare effective press releases and media kits; develop and maintain company internet or intranet web pages.
- Develop and maintain the Company’s corporate image and identity, which includes the use of logos and signage.
- Manage special events such as sponsorship activities, parties introducing new products, or other activities the firm supports in order to gain public attention through the media without advertising directly.
- Draft speeches for company executives, and arrange interviews and other forms of contact for them.
- Evaluate advertising and promotion programs for compatibility with Corporate Communications efforts.
- Direct the activities of external PR agencies that develop and implement communication strategies and information programs.
- Safeguard and promote the Corporate Brand
- Manage, lead and develop staff.
- Prepare and submit reports as and when required.
Minimum Qualifications
- A Bachelor’s degree in Communications, Marketing or related subjects.
- Professional marketing and or sales qualification such as CIM, MSK and membership with relevant body.
- Minimum five (5) years experience in public relations/ corporate social responsibility.
- Experience in working with third parties such as public relations, media and advertising agencies.
- Experience of writing speeches, publications, media briefs etc.
- Experience in events management.
Key Competencies
- In depth knowledge of corporate communication and public relations techniques, events planning and management and corporate social responsibility
- A strategic thinker able to contribute at a senior level in addition to strong operational and delivery skills.
- Creative thinker, able to conceive unconventional solutions in support of rapid growth.
- Strong planning and organizing skills and event management experience
- Strong management and leadership ability, analytical, presentation, influencing and negotiation skills
- Dynamic and high energy; able to perform well under deadline pressure.
- Outstanding communication and presentational skills (written, oral, listening, influencing, coaching, strategic communication planning).
Debt Control Officer
Overall Purpose of the job
Responsible to the Debt Control Manager for the debt management function of the Company.
To ensure that all debts are recovered on time, allocated and maintained all authorised debtors and ensure they are properly reconciled to the control account and produce accurate and timely debtor’s reports.
Core Duties and Responsibilities
- Establish gaps in the contribution schedules and communicate the same to Sponsor.
- Circularize contribution debtors and generate Contribution Demand Notices (CDNs).
- Debt collection.
- Process LATF clearance certificates.
- Maintain up-to-date records on debtors and also compile aged debtors report and provide the Finance and Investment Division with outstanding contribution reports.
- Generate and age Sponsor defaulters listing and forward to the Company Secretary and Legal Services Manager for Legal follow up.
- Compute penalties on outstanding contributions and generate Penalty Demand Notices (PDNs).
- Prepare clusters of hard core debtors to be followed up by the external debt collectors as per the agreed terms of reference.
- Supervise the external debt collectors.
- Negotiate the recovery of debt, prepare and follow-up of debt repayment agreements and determine action within delegated limits.
- Review the debtors system periodically to ensure data integrity and accuracy of computations is achieved.
- Handle all correspondences from clients regarding payment instructions.
- Manage, lead and develop staff.
- Produce monthly statements to all debtors and send them to respective clients.
Minimum Qualifications
- A Bachelor’s degree in Accounting, Finance or related subject.
- CPA-K, ACCA and professional training in debt control management.
- Minimum three years experience in a collection/ recovery role
Key Competencies
- Knowledge and understanding of the pensions industry.
- Knowledge of debt recovery procedures including legal procedures related to debt collection.
- Ability to maintain professional status and keep abreast of evolving trends in the debt control through continuing professional education programmes.
- Strong financial, accounting and debt management skills.
- Attentive to detail, strong decision making, negotiation and problem solving ability.
- Strong interpersonal, communication and reporting skills.
Business Systems Innovation Developer
Overall Purpose of the job
Reporting to the ICT Manager the job holder is responsible for the development and support of Business Systems Application and Service Management Systems ranging from user analysis, design and development to implementation and maintenance.
He/She will also identify, define, validate and design tailored and emerging solutions as well as support the business development team in the end-to-end engagement, proposal process, and will determine the assigned solution scope and design activities.
The role holder will be expected to work with other departments within the company to identify requirements and develop solutions (database design, workflows, user/data interfaces), configure and/or customize Service Management applications to meet business requirements using various database and software tools.
In addition assist in presentations of system functionality to new users and departments and enhance/create user and system documentation as needed.
Core Duties and Responsibilities
- Conducting ICT Research and Development: Research and provide input on design approach, performance and base functionality improvements for various procedures and applications, generate ideas to improve efficiency in software and application services offered to the business, and/or generate revenue for business, participate and have membership in various technical fora for the purpose of increasing the collective knowledge base of the ICT team.
- Coordinate all internal and external business solutions; advisor for all service ICT workstreams;
- Work within the virtual Bid Management and relevant service function (e.g. Vendor and Lifecycle team to deliver a designed, planned and priced proposal for all in-scope solution aspects;
- Work with the business development and consultancy department to ensure handover and readiness for implementation of ICT consultancy
- Keep abreast of latest global and international technologies and capabilities to ensure world class solution delivery;
- Deal effectively with a rapidly changing and ambiguous environment, lead change and ICT capability enhancement;
- Define and create conceptual and infrastructural solutions while factoring in business requirements
- Ensure innovative and standard quality system services are implemented
- Systems analysis: Conduct business user requirements analysis and specification, specify computer system requirements for the solution of complex business problems and formulate designs for their solutions, perform the necessary technical design and development functionality to ensure that business application systems can be effectively developed and implemented;
- Software Design and Programming: Design and develop front-end tier(s), middle tier(s), and /or back-end database tier(s) for business applications, capture business applications information needs and map the same to the software and /or database components, perform data modeling to analyze and specify data structures within an application system;
- Testing, Troubleshooting and 3rd line Support: Create test plans, test data sets and perform automated testing to ensure all components of the developed systems meet specifications, work directly with the IT support personnel and teams to resolve issues identified and escalated during daily operations, perform root cause analysis for recurring incidents, formalize test plans and implement troubleshooting procedures;
- Provide ICT consultancy services
- Establishing a detailed program specification through discussion with clients;
- Clarifying what actions the program is intended to perform and breaking down program specification into its simplest elements and translating this logic into a programming language;
- Working as part of a team, which may be established purely for a particular project, to write a specific section of the program;
- Writing detailed documentation for the operation of the program by users and computer operators;
- Updating, repairing, modifying and developing existing software and generic applications.
- Provide Technical support
- Any other duties assigned by your supervisor
Minimum Qualifications
- Bachelor’s Degree in Computer Science or related technical field;
- Certification in Database systems and RDBMS systems;
- Microsoft Certified Solution Developer;
- Good mobile application developer experience
- Good accounting knowledge and experience
- Oracle Certification in OCP (DBA Track) and OCP (Developer Track)
- Microsoft dynamics Certification (Navision development certification)
- System Developer Track specialization preferably with Microsoft dynamics.
- A minimum of 3 years working experience in IT with Knowledge of Microsoft Dynamics, Oracle Application builder and Database Management mostly MySQL
- Web application development experience
- Experience in processes and procedures ICT solution provider drive approach management;
- Knowledge of data synchronization technologies.
- Skills in manipulating data: writing complex SQL scripts to extract transform and load data in SQL server. Base skills in consultative selling and influencing; unlocking the opportunity based on customers’ business requirements;
- Financial Acumen (e.g. ROI model generation, understanding of CAPEX/OPEX trade-offs);
- ICT project management skills
Key Competencies
- Excellent analytical skills coupled with good communication skills
- Commercial and industry orientation awareness.
- Attention to detail;
- Strong coordination and organization skills
- Works well individually or in a group setting
- Ability to provide a range of systems training
- Decision making skills – ability to balance conflicting interests;
- Ability to work under pressure and time constraints
ICT Quality Assurance/Network Specialist
Overall Purpose of the job
Reporting to the ICT Manager the job holder is responsible for providing continuous independent assurance to systems as regards confidentiality, integrity and availability of the IT infrastructure, processing systems and related resources as well as managing systems network.
Core Duties and Responsibilities
- Development and Implementation of ICT consultancy programs.
- Design, Install and maintain LAN/WAN/PABX/VOIP
- Develop and maintain cost models ROI’s and business cases for tailored and emerging solution proposals and ensures fit with related ICT baselines
- Quality control of all system provision
- Develop/review ICT policies and procedures
- Ensure that internal audit system recommendations are implemented
- Ensure IS are deployed in line to set requirement and procedures
- Bridge systems current security provision with user requirements and industry future demands.
- Implementation and evaluation of Technology Controls for Operating system, Business application, Data base management system interfaces and the network.
- Improvement of Information System Program Development, Management and Evaluation processes.
- Promotion of Information Security awareness within the organization through guidance, training, consulting and coordinating relevant programs to ensure an IS compliant culture.
- IS Guidance Consulting and Coordination.
- Supervision of technology control functions by review of operating and information systems to ensure that they support business functions in a controlled manner.
- Identify issues that represent risk to the business, report the findings, and prepare audit reports for management information.
- Provide input for technology management to monitor and track issues until corrective actions are completed.
- Development of/involvement in independent review of technology related procedures, product programs to ensure that the appropriate infrastructure is incorporated into the different business initiatives.
- Proactively anticipate potential threats and vulnerabilities and provide guidance in coordination with IT department on effective responses or control measures.
- Carry out Information Security reviews along the various phases of a project’s lifecycle as detailed in the Project Management framework to ensure that all delivered.
- Identify key business contacts to ensure adequate coverage for the business’ Information program.
- Provide guidance in resolving IS audit findings and lead the development of reports and corrective action plans.
- Coordinate self-assessments, gap assessments, risk acceptance and other control related efforts with the business, controls and compliance functions both for internal and external client projects
- Be aware of application, product and system development within the business and appraise the effect and appropriateness of planned changes to the existing control framework.
- Integrate the Information Security Review Process (ISRP) into all business development, acquisition and project management scenarios.
- Ensure that Information Security objectives are incorporated into all application, product, system and services lifecycles.
- Evaluate impact of business change/ reengineering efforts on information system controls.
- Maintain a relationship with internal and external auditors to guide their activities and also support the implementation of agreed corrective actions.
- Attend relevant training on emerging trends and practices within the IS field.
- Network within the profession and relevant associations to keep abreast with industry
- Reference relevant professional institutions e.g. CoBIT, ISO17799, ISF’s Standards of Good Practice, to enable Laptrust achieve world-class information system practices.
- Any other duties assigned by your supervisor
- Understanding of quality control process.
Minimum Qualifications
- Undergraduate degree in Computer Science /Information Technology – Minimum Upper 2nd Class honors
- Microsoft Dynamics (Navision) solution Developer
- Good accounting knowledge and experience
- Thorough knowledge of PABX management and mostly on WAN setup
- Minimum 3 years working experience in a busy IT system quality assurance environment.
- Certifications: MCSE, MCSD, CCNA, CCNP, CCIE, CNE will be an added advantage
- Mobile application experience
- Certified ethical hacker
- Linux and windows operating system expert
- Certified systems network expert (LAN/WAN technologies and practical application of the same)
- Experience of working in the IT function within ICT service provision environment will be an advantage.
- Certified Information Systems Auditor certification.
Key Competencies
- Knowledge and good understanding of Information Security and control objectives.
- Good understanding of ICT system quality assurance domains
- Interpersonal skills to effectively communicate with and manage customer expectations (internal and external), and other stakeholders who impact performance.
- Appreciation of Audit methodologies.
- Fair understanding of Information Systems architecture and operational practices.
- Familiarity with Computer Aided Audit Tools.
- Good written and oral communication skills for presentations.
- Performance management to optimize personal productivity.
- Knowledge and effective application of all relevant policies, processes, procedures and guidelines to consistently achieve required compliance standards or benchmarks.
- Self-management to enable development of open communication, teamwork and trust that are needed to support true performance and customer-service oriented culture.
- Personal motivation and drive exhibited through commitment to work hard towards goals and showing enthusiasm and career commitment.
Area Representative
Overall Purpose
Responsible to the Marketing Officer, Sales for the overall management of sales in the assigned region and for delivering area sales targets through the prudent management of the Sales Representatives and Field Agents.
To ensure consistent and sustainable growth for LAPTRUST by establishing good customer service standards and building a healthy business relationships.
Core Duties and Responsibilities
- Participate in the annual sales planning process and implement plans in line with corporate goals and objectives.
- Manage area budgets to ensure they are in line with company policy and targets and at the same time maximise their impact.
- Co-ordinate the field sales effort by ensuring the entire team focuses on the key priorities to deliver the area targets.
- Prepare area sales forecasts and set targets and monitor performance to ensure achievement of goals and objectives as well as provide guidance and support where there are gaps.
- Prospecting for new business within assigned area.
- Communicate policy and general company issues clients, assigned sales team, agents and other third parties.
- Make periodic client visits within the assigned area/ region of operation.
- Ensuring effective management of the Trust’s and customers relationship’s through sorting out customer issues, queries and complaints on a timely basis so as to maximise company’s profits and customer satisfaction.
- Ensure visibility of company products and services by ensuring availability of product/service briefs, membership application forms and other related information.
- Ensure that all marketing plans and activities are properly implemented by ensuring the team is well briefed and understands the brief so as to maximise the benefits to both the Trust and its clients.
- Co-ordinate the implementation of promotions and other marketing activities within the assigned region and ensure adequate support is requested and provided to ensure successful implementation.
- Monitor competitor activities and advice or counter accordingly.
- Manage, lead and develop staff.
- Ensure that the commission structure and timetable is applied as per the set guidelines.
- Generate periodic performance reports such as activities, spend, sales trends/ projections.
- And any other duties that may be assigned from time to time.
Minimum Qualifications
- A Bachelor’s degree in Commerce, Marketing or related subject.
- Minimum three (3) years area sales experience preferably in insurance, financial services or pensions.
Key Competencies
- Business acumen including knowledge of margins and profitability.
- Strong selling, planning, forecasting and reporting skills.
- A high level of competence in analysing and solving problems.
- Customer service and relationship management.
- Supervisory skills.
- Excellent interpersonal and communication skills.
- Basic financial management skills
How to apply
Interested candidates who meet the above requirements should submit their applications and CV with 3 professional referees, so as to reach the Managing Director, on or before 27th March, 2013 P.O Box 28938 – 00200 Nairobi.
The closing date for applications is the 27th March, 2013; only short listed candidates will be contacted.
LAPTRUST is an equal opportunity employer and will offer a competitive package to the successful candidate.
Those with disability are encouraged to apply.
