Reports directly to the Manager of Human Resources and Administration.
Monday through Saturday, from 8:30 AM to 6:00 PM, are the designated workdays and hours.
Job Purpose
The Assistant Manager – Administration will spearhead operational efficiency initiatives spanning four critical domains: Facility Management, Fleet Management, Immigration & Protocol, and Accommodation & Travel Management.
The position demands proficiency in advanced Excel and robust data analysis capabilities to monitor regulatory compliance schedules, enhance asset utilization, oversee third-party vendor relationships, and maintain strict oversight of operational budgets.
Oversee and execute essential duties encompassing strategic planning and operational oversight to ensure organizational objectives are met efficiently. Facilitate cross-functional collaboration to streamline processes and enhance productivity. Develop and implement policies, procedures, and best practices to maintain compliance and drive continuous improvement. Monitor performance metrics to evaluate effectiveness and identify opportunities for enhancement. Lead and mentor teams to foster a high-performance culture and achieve departmental goals. Serve as a key liaison with stakeholders to ensure alignment and transparency across all business functions.
Facility management and production support encompass overseeing operational efficiency, ensuring adherence to safety protocols, and maintaining infrastructure integrity. This role requires a strong background in facility operations, including preventive maintenance, space planning, and compliance with regulatory standards. Responsibilities include coordinating repairs, managing vendor relationships, optimizing workflows, and fostering a productive work environment. Candidates should possess problem-solving skills, proficiency in facility management software, and the ability to multitask in a fast-paced setting.
Factory and corporate facilities require consistent upkeep through organized routine, preventive, and emergency maintenance initiatives for office buildings, production floors, and warehouses.
Maintain automated Excel-based logs to track diesel consumption, public grid power billing, and generator runtime, identifying inefficiencies and optimizing energy expenditures.
Handle immigration processes, manage protocol arrangements, and facilitate air ticket bookings to ensure seamless travel and compliance with international regulations. Coordinate with relevant authorities, embassies, and travel agencies to streamline visa applications, diplomatic clearances, and logistical arrangements, ensuring all requirements are met efficiently and in a timely manner.
Design and oversee automated Excel-based compliance dashboards to monitor and manage Expatriate Quotas, CER PAC (Green Cards), Business Visas, and Subject-to-Regularization (STR) processes.
Ensure strict adherence to statutory obligations by submitting the mandatory monthly Expatriate Quota Returns to the Ministry of Interior, thereby preventing any lapses or incurring government penalties.
Airport Protocol & Security: Our team will oversee the efficient coordination of airport reception services, including meet-and-greet arrangements, visa-on-arrival processing, and secure transit logistics. This encompasses managing TOPOL escorts to ensure the safe and seamless movement of international guests and technical partners.
Travel & Flight Management: Responsible for coordinating domestic and international air travel arrangements, maintaining strong partnerships with travel agencies, and analyzing flight expenditure and refund records in Excel to optimize corporate travel expenditures.
Fleet Management and Logistics: Oversight of vehicle operations, maintenance schedules, and route optimization to ensure efficient and cost-effective transportation solutions while adhering to regulatory compliance and safety standards. Responsibilities include managing fleet performance metrics, coordinating driver assignments, and implementing fuel-efficient initiatives. Requires proficiency in fleet management software, strong analytical skills, and a minimum of three years of experience in logistics or transportation management. Excellent organizational and communication abilities are essential for collaborating with cross-functional teams and stakeholders.
Fleet Analytics involves examining vehicle fueling data, mileage records, and GPS tracking logs in Excel to deter fuel theft and enhance root efficiency.
Schedule and perform preventive maintenance for all factory vehicles, trucks, and pools to ensure operational reliability. Develop and maintain an automated dashboard to monitor registration statuses, hackney permits, and insurance renewal deadlines, ensuring compliance and timely updates.
Supervise corporate drivers and administer shift schedules while conducting routine safety and route compliance audits to ensure operational efficiency and adherence to company standards.
Accommodation and Residence Maintenance involves ensuring the upkeep and functionality of residential facilities. This role requires responsibility for maintaining common areas, addressing repair requests promptly, and upholding cleanliness standards. Candidates must possess strong problem-solving abilities, attention to detail, and proficiency in basic maintenance tasks such as plumbing, electrical work, and general repairs. Additionally, effective communication with residents and team members is essential to coordinate maintenance schedules and resolve issues efficiently.
Guest House & Housing Management encompasses the supervision of daily operations, adherence to housekeeping protocols, and maintenance of catering standards across expatriate accommodations and corporate guest facilities.
Manage dedicated estate infrastructure, which encompasses water treatment systems, backup power solutions, central HVAC systems, and residential security deployments.
Expatriate Welfare Coordination involves promptly addressing maintenance complaints submitted by expatriate residents, meticulously recording response times and evaluating vendor performance metrics within an Excel-based system.
Vendor Management & Data-Driven Budgeting: Lead strategic vendor relationships to ensure optimal cost efficiency and service quality while leveraging advanced data analytics to forecast expenditures, allocate resources effectively, and maintain budgetary discipline across all initiatives. Collaborate with cross-functional teams to identify cost-saving opportunities, negotiate favorable terms with suppliers, and implement robust monitoring systems to track vendor performance against predefined KPIs. Utilize predictive modeling and real-time financial data to adjust budgets dynamically, mitigate risks, and align spending with organizational objectives. This role demands strong analytical acumen, proficiency in financial software and BI tools, and the ability to translate complex data insights into actionable cost-control strategies.
Clean, manipulate, and analyze monthly administrative spending data using Excel, leveraging tools such as Pivot Tables and LOOKUP to compile and present variance reports to senior leadership.
Vendor Scorecards: Utilize performance scorecards informed by data analytics to assess and monitor third-party service providers, including janitorial services, diesel suppliers, mechanics, landlords, and travel agencies, facilitating strategic negotiations for commercial contracts.
Seeking candidates with a Bachelor’s degree in Computer Science, Engineering, or a related technical field, along with a minimum of 5 years of hands-on experience in software development, preferably with expertise in [specific programming languages or tools]. Must demonstrate strong problem-solving abilities, proficiency in system design, and familiarity with Agile methodologies. Additional requirements include excellent communication skills, the capacity to work collaboratively in a team, and a commitment to delivering high-quality solutions. Responsibilities entail leading development initiatives, mentoring junior team members, and ensuring adherence to project timelines and best practices.
Extensive experience and formal education are essential qualifications for this position, encompassing relevant work history and academic credentials.
A Bachelor’s Degree or Higher National Diploma (HND) in Business Administration, Engineering, Project Management, Statistics, or a related field is required.
Requires a minimum of five to seven years of corporate administration expertise, including at least three years managing an integrated portfolio encompassing facilities, fleet operations, corporate travel, and immigration within a manufacturing or large-scale industrial environment in Nigeria.
Technical, Data, and Regulatory Proficiency:
Proficient in advanced Microsoft Excel, including expertise in Pivot Tables, LOOKUP/LOOKUP functions, Power Query, conditional formatting, and the development of interactive administrative dashboards.
Proficiency in Nigerian Immigration Service (IS) regulations, visa processing protocols, and Ministry of Interior quota guidelines is essential, with an emphasis on practical and current expertise in these frameworks.
Facility & Asset Management: Demonstrates a comprehensive grasp of preventive maintenance strategies applicable to residential properties, manufacturing plants, and heavy-duty machinery.
Soft Skills: Excellent communication and interpersonal skills are essential to collaborate effectively with cross-functional teams and stakeholders. Strong problem-solving abilities and adaptability enable quick responses to evolving challenges. Proficiency in time management ensures timely project completion, while a customer-centric mindset fosters positive relationships and satisfaction. Leadership qualities, including the ability to inspire and guide teams, are highly valued. Emotional intelligence aids in navigating complex interpersonal dynamics and maintaining a cohesive work environment.
Analytical Acumen: Exceptional proficiency with numerical data, coupled with a keen aptitude for identifying trends, discrepancies, and inefficiencies within operational datasets.
Crisis Management: Demonstrates exceptional emotional intelligence and proficiency in resolving urgent transit disruptions, flight cancellations, facility malfunctions, or immigration-related challenges with composure and effectiveness.
Negotiation expertise honed specifically for the Nigerian corporate landscape, ensuring mutually beneficial vendor partnerships through refined diplomatic engagement.
Qualifications
BA/BSc/HND
Experience Required
5 - 7 years
