The position is accountable to the Manager of Human Resources and Administration.
The schedule spans from Monday through Saturday, with operating hours set from 8:30 AM to 6:00 PM.
Our primary objective is to facilitate the achievement of organizational goals through the execution of key responsibilities and the fulfillment of specified requirements. This role demands a diverse skill set, including expertise in relevant areas, strong problem-solving capabilities, and effective communication skills to ensure seamless collaboration across departments. Responsibilities encompass strategic planning, project management, and the oversight of daily operations to drive efficiency and productivity. Candidates must possess the requisite qualifications, experience, and certifications to excel in this position, demonstrating a commitment to continuous improvement and adaptability in a dynamic work environment.
The Assistant Manager – Administration will enhance operational efficiency by overseeing four critical areas: Facility Management, Fleet Management, Immigration & Protocol, and Accommodation & Travel Management.
This position demands proficiency in advanced Excel and data analysis to monitor regulatory compliance deadlines, enhance asset efficiency, oversee third-party vendor relationships, and maintain strict oversight of operational expenditures.
Oversee and execute a range of critical duties, ensuring alignment with organizational goals and maintaining high operational standards. Develop and implement strategic initiatives to enhance productivity, efficiency, and team performance. Collaborate with cross-functional teams to drive projects forward, resolve challenges, and achieve measurable outcomes. Manage resources effectively, including budget allocation, staffing, and workflow optimization. Monitor progress through performance metrics and KPIs, providing data-driven insights to stakeholders. Foster a culture of accountability, innovation, and continuous improvement within the team. Ensure compliance with industry regulations, company policies, and best practices at all times. Serve as a key liaison between departments, senior leadership, and external partners to facilitate seamless communication and collaboration.
Facility management and production support entail ensuring seamless operations, maintaining infrastructure integrity, and providing essential assistance to optimize productivity. This role involves overseeing facility maintenance, addressing production challenges, and implementing solutions to enhance efficiency and safety. Responsibilities include managing vendor contracts, coordinating repairs, and ensuring compliance with regulatory standards. Additionally, the position requires proactive monitoring of equipment performance, troubleshooting technical issues, and collaborating with cross-functional teams to streamline workflows. Strong organizational, problem-solving, and communication skills are essential, along with a thorough understanding of facility systems and production processes.
Oversee the organization and execution of regular, proactive, and urgent maintenance tasks for office facilities, manufacturing areas, and storage warehouses.
Maintain automated Excel logs to track diesel consumption, public grid power billing, and generator runtime, ensuring efficient monitoring of energy usage and cost optimization.
Immigration processing, protocol adherence, and airfare arrangements are integral components of this position. The role encompasses overseeing visa and permit applications, ensuring compliance with diplomatic and regulatory protocols, and coordinating flight bookings for travel arrangements. Proficiency in managing intricate documentation, liaising with consular offices, and maintaining precise travel itineraries is essential. Additionally, the position demands meticulous attention to detail, strong organizational skills, and the ability to navigate complex international regulations efficiently.
Quota & Visa Tracking: Develop and maintain automated Excel-based compliance dashboards to oversee Expatriate Quotas, CER PAC (Green Cards), Business Visas, and Subject-to-Regularization (STR) processes.
Statutory Compliance: Ensure accurate and timely filing of mandatory monthly Expatriate Quota Returns with the Ministry of Interior, maintaining strict adherence to avoid any lapses or potential government fines.
Ensure flawless airport protocol and security operations by overseeing efficient meet-and-greet reception services, expediting visa-on-arrival procedures, and managing secure transit logistics—including TOPOL escorts—for international visitors and technical collaborators.
Oversee domestic and international air ticket bookings while maintaining strong relationships with travel agencies. Track flight expenditures and refund data in Excel to identify opportunities for reducing corporate travel overheads.
Responsible for overseeing the coordination, efficiency, and reliability of fleets and logistical operations, ensuring timely deliveries, cost optimization, and adherence to safety and regulatory standards. Develops and implements strategies to enhance fleet performance, reduce operational expenses, and improve overall productivity through data-driven decision-making. Manages driver schedules, vehicle maintenance, route planning, and compliance with transportation laws while collaborating with cross-functional teams to align fleet activities with organizational objectives. Additionally, monitors key performance indicators to assess operational effectiveness and drive continuous improvement initiatives.
Fleet Analytics involves examining vehicle fueling data, mileage records, and GPS tracking logs within Excel to identify and prevent fuel theft while enhancing trip routing efficiency.
Schedule routine preventive maintenance for all factory vehicles, trucks, and pools. Develop and maintain an automated dashboard to monitor registration deadlines, hackney permits, and insurance renewal dates.
The role involves overseeing corporate drivers, administering shift schedules, and conducting regular audits to ensure safety and route compliance.
Accommodation and residence maintenance encompasses the comprehensive upkeep and management of living spaces to ensure optimal functionality, safety, and comfort for occupants. This role involves performing routine inspections, addressing repair requests promptly, and maintaining all facilities in accordance with established standards. Responsibilities include troubleshooting issues related to plumbing, electrical systems, HVAC, and general structural integrity, as well as coordinating with external contractors when necessary. The position demands a proactive approach to preventative maintenance, adherence to health and safety regulations, and effective communication with residents to resolve concerns efficiently. Additionally, it requires a keen attention to detail to identify potential problems before they escalate and a commitment to maintaining a high standard of cleanliness and order throughout the premises.
Guest House & Housing Management: Responsible for directing the day-to-day operations, ensuring high housekeeping standards, and maintaining catering service excellence across expatriate residences and corporate guest houses.
Estate Facility Management involves overseeing specialized infrastructure, such as water treatment facilities, backup power solutions, centralized HVAC systems, and residential security implementations.
Expatriate Welfare Coordination involves promptly addressing maintenance complaints submitted by expatriate residents, meticulously recording response durations and vendor performance metrics in an Excel database.
Vendor Management & Data-Driven Budgeting: Oversee third-party vendors to ensure compliance with contracts, service-level agreements (SLAs), and performance standards while optimizing cost efficiency. Analyze expenditure data to identify trends, forecast future spending, and allocate resources effectively, ensuring alignment with organizational financial goals. Collaborate with cross-functional teams to negotiate favorable terms, mitigate risks, and streamline procurement processes. Monitor vendor performance through KPIs, conduct regular audits, and implement corrective actions when necessary to maintain operational excellence and cost-effectiveness.
Data Analysis & Reporting: Utilize Excel, including Pivot Tables and LOOKUP, to clean, manipulate, and analyze monthly administrative spend data, subsequently generating variance reports for executive management.
Vendor Scorecards: Utilize data-driven performance scorecards to assess third-party service providers, including janitorial services, diesel suppliers, mechanics, landlords, and travel agencies, facilitating informed negotiations for commercial contracts.
Bachelor’s degree in finance, accounting, business administration, or a related field is required; candidates with advanced degrees or professional certifications such as CPA, CMA, or CFA will be prioritized. A minimum of five years of progressive experience in financial analysis, reporting, or auditing is essential, with demonstrated expertise in financial modeling, budgeting, and forecasting. Strong proficiency in Microsoft Excel, including advanced functions and pivot tables, is mandatory, along with experience using financial software such as SAP, Oracle, or QuickBooks. Excellent analytical, problem-solving, and communication skills are necessary to interpret complex financial data and present insights to stakeholders. Ability to work independently with minimal supervision while meeting tight deadlines is crucial. Knowledge of regulatory compliance, GAAP standards, and internal controls is required. Prior leadership or mentoring experience is a plus.
Seeking candidates with a strong educational background and relevant professional experience. A degree in a pertinent field is essential, complemented by hands-on experience in the industry. Ideal applicants will possess a minimum of [X] years of related work experience, demonstrating expertise and a proven track record of success. Additionally, certifications or specialized training may be required or preferred, depending on the role. Continuous learning and professional development are encouraged to stay current with industry trends and best practices.
A Bachelor’s Degree or Higher National Diploma (HND) in Business Administration, Engineering, Project Management, Statistics, or a related discipline is required.
Candidates must possess 5 to 7 years of corporate administration experience, including at least 3 years overseeing a diverse portfolio encompassing facilities’ management, fleet operations, corporate travel, and immigration services within a manufacturing or large-scale industrial environment in Nigeria.
Technical Proficiency, Data Management, and Regulatory Compliance Expertise:
Proficient in advanced MS Excel functionalities, including the development of Pivot Tables, expertise in LOOKUP/LOOKUP functions, Power Query utilization, conditional formatting techniques, and the creation of interactive administrative dashboards.
Proficient in navigating Nigerian Immigration Service (IS) regulations, visa processing protocols, and Ministry of Interior quota guidelines with practical, up-to-date expertise.
Facility & Asset Management: Demonstrates a comprehensive grasp of preventive maintenance systems tailored to residential communities, industrial facilities, and heavy-duty machinery.
Soft Skills: We seek a candidate with exceptional interpersonal abilities, including strong communication, collaboration, and conflict resolution skills. The ideal applicant should demonstrate adaptability, emotional intelligence, and a proactive approach to problem-solving. Proficiency in teamwork, leadership, and customer service is also essential, as is the ability to work effectively under pressure while maintaining a positive attitude.
Professionals should possess a sharp analytical mindset, characterized by exceptional numerical precision and a natural capacity to identify patterns, deviations, and inefficiencies within operational data.
Crisis Management: Requires strong emotional intelligence and a capacity to address emergency transit disruptions, flight cancellations, facility failures, or immigration challenges with composure and efficiency.
Vendor Diplomacy: Demonstrates outstanding negotiation prowess, specifically honed for interactions within the Nigerian corporate landscape.
Qualifications
BA/BSc/HND
Experience Required
5 - 7 years
