Job Description
Reporting to the Head of Human Resources and Administration, the incumbent shall oversee the day to day operations of the Admin department and ensure smooth coordination between the Admin department and all other functions.
Responsibilities
Duties will include but not limited to the following:
Responsible for the day to day operations of the admin department
Provide oversight for all administrative personnel including outsourced services
Assign role responsibilities to all admin personnel and provide logistical support required to ensure they meet their role responsibilities
Be innovative and proactive in managing all activities related to the maintenance and alteration of the facilities, office equipment and systems including housekeeping
Negotiate and facilitate purchases of office supplies, furniture and equipment and ensure all required supplies are available at all times and on time
Negotiate and facilitate contracting of all outsourced services related to admin including but not limited to cleaning, security, catering and transport and manage the resulting relationships
Work closely with the Head of HR & Admin to prepare the admin department budget and be responsible for ensuring the department operates within budget
Ensure admin policies and procedures are shared with all staff and adhered to. Revise policies and procedures to adapt to changes in the work environment
Manage staff transport and meal programmes ensuring they run efficiently and make recommendations on improvements
Oversee travel and accommodation requirements for employee work related travel
Be fully responsible for office safety and security including ensuring all staff and visitors adhere to security policy requirements
Handle performance management of the admin department personnel and ensuring all staff perform to high professional standards while having the department operate with the flexibility required in a very dynamic environment
Ensure the organization is fully compliant with all admin related statutory requirements
Liaise with heads of departments to ensure their logistical requirements are being met and formulate work plans to actualize this
Participate as needed in special department projects
Any other duties as may be assigned from time to time
Skills And Qualifications
The successful candidate will posses
Minimum of 5 years’ experience working in a busy Administration environment with at least 2 years in senior Administrative role. Experience working in
BPO operations is an added advantage
Ability to analyze organization and individual needs and develop plans to meet them
Ability to prioritize tasks and to organize workload to assure that short timelines are met while having frequent interruptions.
Ability to influence and partner with different levels of the organization to build and maintain a positive work environment
Strong business acumen, including strong problem solving skills, critical thinking, and self-initiative
Strategic thinker with the ability to factor in a holistic approach when making decisions
Demonstrated ability to coach, mentor, and support direct reports
Excellent written, verbal communication, interpersonal skills; high quality document and report preparation and presentation
At ease in a fast-paced environment
Flexibility to work in a 24 hour environment
Proficiency in using the Microsoft Office suite applications with strong Excel and Power point skills
Experience working with people from disadvantaged backgrounds is an added advantage
