To manage the company’s administrative operations and support services, including facilities, utilities, security, transportation, housekeeping, assets, and procurement coordination. The role ensures efficient use of company resources, timely availability of required goods and services, effective coordination across departments, and compliance with company policies and applicable requirements.
Key Responsibilities
A. Administrative Operations and Staff Supervision
- Manage daily administrative activities and ensure the effective delivery of general support services.
- Supervise administrative and support staff, assign responsibilities, and monitor performance.
- Maintain organized administrative records, correspondence, filing systems, and reports.
- Coordinate administrative requirements with relevant departments and recommend improvements to operational efficiency.
B. Facilities, Utilities, and Maintenance
- Oversee the condition and functionality of company facilities, offices, and common areas.
- Coordinate preventive maintenance, repairs, and facility improvements with Engineering and relevant departments.
- Monitor electricity, water, heating, cooling, internet, and telephone services and follow up on interruptions.
- Ensure maintenance requests are addressed promptly and properly documented.
C. Security, Safety, and Housekeeping
- Supervise security personnel and monitor compliance with security procedures and access-control requirements.
- Ensure proper visitor registration and protection of company property.
- Coordinate emergency preparedness, fire safety, and incident reporting with relevant personnel.
- Supervise cleaning and housekeeping services and monitor workplace cleanliness, sanitation, and waste management.
- Follow up on identified security, safety, and housekeeping concerns.
D. Transportation and Fleet Management
- Coordinate company vehicles, drivers, transportation schedules, and authorized official travel.
- Monitor vehicle maintenance, fuel consumption, mileage, and related records.
- Ensure appropriate use of company vehicles and timely completion of maintenance and required documentation.
E. Procurement and Supplier Coordination
- Receive procurement requests from relevant departments and verify specifications, quantities, stock availability, supporting documents, and required delivery dates in coordination with Warehouse and requesting departments.
- Source suitable local and international suppliers and obtain quotations, proforma invoices, specifications, payment terms, and delivery schedules.
- Evaluate and compare quotations based on price, quality requirements, specifications, delivery time, and other relevant costs; coordinate technical reviews with requesting departments and QA/QC where applicable.
- Negotiate commercial terms within delegated authority and submit supplier recommendations for management approval.
- Ensure required budget confirmation and approvals are obtained before placing orders.
- Prepare and follow up on purchase orders and monitor supplier commitments, delivery schedules, and outstanding issues.
- Coordinate international shipments, freight, import documentation, customs clearance, and delivery arrangements with Finance, Logistics, and authorized service providers.
- Coordinate with Warehouse and relevant departments to verify delivered quantities and documentation and resolve shortages, damaged goods, or discrepancies.
- Coordinate invoice verification with Finance against approved purchase orders and receiving records.
- Maintain supplier records, procurement documentation, and order-tracking information, and prepare periodic reports on expenditure, pending orders, delivery status, and supplier performance.
F. Assets, Inventory, and IT Coordination
- Monitor administrative supplies, furniture, equipment, and other company assets to ensure proper use and accountability.
- Maintain accurate inventory records and coordinate periodic physical verification with responsible personnel.
- Coordinate IT equipment and service requirements with the IT Officer and follow up on repairs, replacements, and outstanding service requests.
- Monitor administrative service providers and follow up on service quality and contractual obligations.
G. Reporting and Compliance
- Prepare periodic administrative reports and maintain accurate supporting documentation.
- Ensure compliance with company policies, approved procedures, delegated authority, and applicable legal and safety requirements.
- Support audits, inspections, and compliance reviews by providing relevant administrative records.
- Identify operational challenges and recommend practical improvements.
- Perform other relevant duties assigned by the line manager.
