Job Responsibilities:
To coordinate the effective execution of all administrative tasks and activities across the organization.
Demonstrate ownership of and communicate the departments’ strategic direction and objectives to all staff in the department
Coordinate, direct and supervise the day to day activities of the department and ensure alignment with the overall goals and objectives of the division and the organization as a whole.
Provide overall guidance and direction in the execution of the department’s functions and activities.
Define and recommend suitable frameworks and systems to optimise and manage facilities.
Champion the implementation of a first class maintenance, and management culture for all assets and facilities.
Liaise with Heads of departments and subsidiaries to identify needs and ensure facilities are fully operational and in good working condition.
Articulate the short and long term infrastructural requirements of all business units and establish an acquisition plan to meet these requirements.
Work closely with the Finance & Accounts department to ensure required items are sourced and procured in a timely manner.
Develop/update contingency plans in the event of disaster or damage to the organisation’s facilities.
Monitor the activities of maintenance contractors ensuring adherence to agreed service levels.
Ensure the execution of all routine maintenance, renovations and refurbishment works and activities for the organisation.
Ensure that facility management practices conform to Health, Safety and Environment policies and procedures.
Ensure the proper disposal of assets that are written off and ensure proper record is maintained for the same
Articulate vendor selection and evaluation process
Provide input in the documentation of Service Level Agreements required for defining relationship with vendors.
Coordinate and oversee the procurement process ensuring the company’s interest is protected and that quality items are provided at reasonable prices.
Develop and manage the implementation of an office stock/inventory and distribution management system to manage and control stock within the entire organization
Generate monthly reports of all stocks and prices of items before and after purchase.
Assist in processing visas and other relevant travel documents for business trips.
Work closely with travel agents to identify best-fit airlines and recommend to the business.
Liaise with travel agents to ensure prompt and cost effective processing of travel tickets.
Provide logistics support on all travel related activities e.g. hotel bookings, airport pick-up and drop off arrangements and other transportation requirements.
Ensure internal mails are promptly delivered and that uncollected mails are processed for return.
Supervise the activities of the security guards to ensure the physical security of all office locations at all times.
Continually review and assess the effectiveness and efficiency of the department’s policies, procedures and processes and identify improvement opportunities.
Oversee the preparation of the department’s annual budget and monitor its implementation.
Manage the human and material resources of the department to optimize performance and enhance output.
Job Requirements:
Excellent written and oral communication skills
Ability to follow through on assigned task
Relationship Management
Possession of human skills (Ability to interact effectively with people)
Ability to develop, build and maintain relationship
Sound ethics and integrity.
Must be discernibly honest and of consistent upright character
Good appreciation and working knowledge of office productivity tools.
Excellent organizational and project management skills
Qualified candidates should send applications to preferredjobs2014@gmail.com
Apply via :
preferredjobs2014@gmail.com