Reports directly to the Manager of Human Resources and Administration, providing support in all HR-related functions and administrative operations.
Monday through Saturday, with operating hours extending from 8:30 AM to 6:00 PM.
Job Purpose
To deliver exceptional IT solutions, this role involves designing, developing, and maintaining innovative software applications tailored to organizational needs. Responsibilities include analyzing system requirements, coding and testing software components, and troubleshooting technical issues to ensure optimal performance. Collaboration with cross-functional teams is essential to align IT initiatives with business goals while adhering to industry best practices and security protocols. The ideal candidate will possess strong problem-solving skills, proficiency in programming languages, and experience with agile methodologies to drive continuous improvement and innovation in technology infrastructure.
The Assistant Manager – Administration will be responsible for enhancing operational efficiency in four key areas: Facility Management, Fleet Management, Immigration & Protocol, and Accommodation & Travel Management.
This position demands strong proficiency in Excel and data analysis to monitor regulatory compliance schedules, enhance asset utilization, oversee third-party vendor activities, and rigorously manage operational budgets.
Oversee and execute critical duties encompassing a broad spectrum of operational and strategic tasks, ensuring alignment with organizational objectives. Serve as a primary point of accountability for managing projects, collaborating with cross-functional teams, and driving process improvements to enhance efficiency and productivity. Develop and implement policies, procedures, and performance metrics to maintain high standards of quality and compliance. Lead initiatives that foster innovation, optimize resource allocation, and support long-term growth objectives. Monitor team performance, provide constructive feedback, and coach employees to cultivate a high-performing culture. Ensure adherence to industry regulations, safety protocols, and best practices while mitigating risks and resolving operational challenges. Represent the organization in key stakeholder engagements, negotiations, and partnerships to strengthen external relationships and business opportunities.
Facility management and production support entail overseeing operational efficiency, ensuring compliance with safety standards, and maintaining optimal working conditions for seamless production processes. This role involves coordinating maintenance activities, managing facility resources, and addressing any production-related issues to minimize downtime. Additionally, it requires collaborating with cross-functional teams to implement process improvements, adhere to regulatory requirements, and sustain a productive work environment.
Factory and Corporate Maintenance: Oversee scheduled, preventive, and urgent maintenance tasks across office facilities, manufacturing areas, and storage warehouses.
Maintain automated Excel logs to monitor diesel consumption, public grid power billing, and generator runtime, identifying inefficiencies and reducing energy costs.
Handle immigration documentation, protocol formalities, and air ticket reservations with precision and efficiency. Ensure all travel arrangements comply with regulatory standards while maintaining meticulous attention to detail. Coordinate logistics seamlessly to facilitate smooth international travel for delegates or employees.
Construct automated Excel-based compliance dashboards to oversee and track Expatriate Quotas, CER PAC (Green Cards), Business Visas, and Subject-to-Regularization (STR) processes.
Ensure full compliance with statutory obligations by submitting mandatory monthly Expatriate Quota Returns to the Ministry of Interior, maintaining strict adherence to avoid any lapses or incurring government penalties.
Supervise airport protocol and security operations to ensure seamless meet-and-greet airport reception services, facilitate visa-on-arrival processing, and manage secure transit logistics, including TOPOL escorts, for international guests and technical partners.
Oversee air travel arrangements, including both domestic and international flight bookings, while maintaining strong partnerships with travel agencies. Analyze and monitor flight expenditures and refund information using Excel to identify opportunities for reducing corporate travel costs.
Fleet Management and Logistics encompasses the strategic oversight and operational coordination of vehicle fleets, ensuring efficiency, cost-effectiveness, and compliance with regulatory standards. This role entails supervising fleet maintenance schedules, optimizing route planning, and managing fuel consumption to enhance productivity. Additionally, it involves coordinating driver assignments, monitoring vehicle performance metrics, and implementing safety protocols to mitigate risks. Proficiency in fleet management software, strong analytical abilities, and adherence to transportation laws are essential requirements for this position.
Fleet Analytics involves examining vehicle fueling data, mileage records, and GPS tracking logs within Excel to prevent fuel theft and enhance trip routing efficiency.
Schedule and execute preventive maintenance for all factory vehicles, trucks, and pools to ensure operational reliability. Implement and manage an automated dashboard to monitor registration statuses, hackney permits, and insurance renewal deadlines.
Driver & Logistics Management: Oversee a team of corporate drivers, coordinate shift schedules, and conduct regular safety and route compliance audits.
Accommodation and residence maintenance encompasses the upkeep, repair, and enhancement of living spaces to ensure they remain safe, functional, and comfortable for occupants. This role involves addressing routine maintenance tasks, responding to repair requests, and performing preventive maintenance to extend the lifespan of facilities. Additionally, it requires maintaining detailed records of work performed, coordinating with contractors when necessary, and adhering to established policies and safety standards. Strong problem-solving skills, physical stamina, and a commitment to quality service are essential to meet the demands of this position.
Guest House & Housing Management entails supervising the daily functions, housekeeping protocols, and catering services of accommodations designated for expatriates and corporate guest houses.
Estate Facility Management involves overseeing dedicated estate infrastructure, which encompasses water treatment systems, backup power solutions, central HVAC systems, and residential security deployments. This role requires ensuring the efficient operation and maintenance of these critical systems to support the estate’s overall functionality and safety.
Expatriate Welfare Coordination entails addressing maintenance complaints lodged by expatriate residents promptly and systematically. This role involves documenting response times and evaluating vendor performance metrics within an Excel-based tracking system.
Vendor Management & Data-Driven Budgeting involves overseeing vendor relationships to ensure cost efficiency and service quality while leveraging data analytics to forecast expenditures, track performance metrics, and optimize financial planning. This role requires expertise in contract negotiation, vendor selection, and risk assessment, along with proficiency in data analysis tools to interpret spending patterns and identify cost-saving opportunities. Responsibilities include maintaining vendor databases, conducting regular performance reviews, and collaborating with cross-functional teams to align procurement strategies with organizational goals. Strong analytical skills, attention to detail, and the ability to translate data into actionable insights are essential for success in this position.
Data Analysis & Reporting: Utilize Excel, including Pivot Tables and LOOKUP, to cleanse, transform, and analyze monthly administrative spend data, then generate variance reports for executive management presentation.
Conduct performance evaluations for third-party vendors, including janitorial services, diesel suppliers, mechanics, landlords, and travel agencies, through data-driven scorecards to facilitate negotiations on commercial contracts.
Seeking candidates with a robust skill set and relevant qualifications to fulfill key responsibilities. Proficiency in [specific skills, e.g., data analysis, project management, or technical tools] is essential, along with strong communication and organizational abilities. A proven track record in [relevant experience, e.g., team leadership, budget oversight, or strategic planning] and a minimum of [X years] of experience in [industry/function] are required. Additionally, familiarity with [specific software, regulations, or methodologies] is strongly preferred. The ideal candidate will demonstrate adaptability, problem-solving acumen, and a commitment to driving results in a dynamic environment. Educational background should include [required degrees or certifications, if applicable].
A bachelor’s degree in a related field and at least three years of professional experience in a comparable role are required. Candidates should possess a strong foundation in [specific skills, e.g., data analysis, project management, or customer service] and a proven ability to [specific tasks, e.g., lead cross-functional teams, interpret complex datasets, or resolve client issues efficiently]. Advanced proficiency in relevant software tools, such as [list tools, e.g., Microsoft Office Suite, Adobe Creative Cloud, or SQL], is essential for success in this position. Prior to work in [industry/field, e.g., healthcare, technology, or finance] is highly desirable, as is familiarity with [specific methodologies, frameworks, or regulations, e.g., Agile methodologies, GDPR compliance, or Six Sigma principles].
Education: A Bachelor’s Degree or Higher National Diploma (HND) in Business Administration, Engineering, Project Management, Statistics, or a related discipline is required.
Requires 5 to 7 years of corporate administration experience, including at least 3 years managing a diverse portfolio encompassing facilities, fleets, corporate travel, and immigration within a manufacturing or large industrial environment in Nigeria.
Technical, Data, and Regulatory Expertise:
Proficient in technical methodologies, data analysis techniques, and regulatory compliance standards is essential. Demonstrated ability to interpret complex technical specifications, manage data-driven projects, and ensure adherence to applicable laws and industry regulations is required. Strong analytical skills and meticulous attention to detail are critical for maintaining accuracy and integrity in all aspects of the role.
Proficient in advanced Microsoft Excel, with expertise in Pivot Tables, LOOKUP/LOOKUP functions, Power Query, conditional formatting, and the development of interactive administrative dashboards.
Proficiency in Immigration Frameworks entails a comprehensive, up-to-date understanding of the Nigerian Immigration Service (IS) regulations, visa application procedures, and compliance with Ministry of Interior quota directives.
Facility & Asset Management: Demonstrates a comprehensive grasp of preventive maintenance methodologies applicable to residential properties, manufacturing plants, and heavy-duty machinery.
Strong interpersonal skills, including active listening, clear communication, and the ability to collaborate effectively in team settings, are essential. Demonstrated problem-solving abilities and adaptability in dynamic environments are also required. Leadership potential and a customer-focused mindset are highly valued.
Individuals should possess a keen aptitude for analysis, demonstrating exceptional numerical precision and a natural talent for identifying patterns, discrepancies, and inefficiencies within operational data.
Expertise in crisis management entails the capacity to navigate and resolve urgent transit disruptions, flight cancellations, infrastructure failures, or immigration challenges with composure and effectiveness.
Vendor Diplomacy: Adept at negotiating agreements in the Nigerian corporate environment, with a proven ability to secure favorable terms while maintaining strong stakeholder relationships.
Qualifications
BA/BSc/HND
Experience Required
5 - 7 years
