A35526: Office Manager

[ 2009-06-27 ] - [ 2009-08-26 ] - 975 hits

SUMMARY OF THE OVERALL JOB ASSIGNMENT
Reporting to the Head, Human Resources as the chief admin officer, the Office Manager will be responsible for coordinating all administrative and support staff across a broad range of activities, including facility management, business transactions, document management, logistics and planning. Our CLIENT is a rapidly growing global institution and actively seeks applicants with strong professional and personal values

MAIN ACTIVITIES/RESPONSIBILITIES
FACILITIES MANAGEMENT
 Ensure proper tracking and maintenance of Corporate Office assets (A.C, Computers, Printers, Photo copier, Telephone etc)
 Liaise with landlord(s), facilities vendors, repairmen and service providers to ensure timely and effective repairs, maintenance or upgrade activities

LOGISTICS AND PLANNING
 Organize meetings and appointments: manage meeting facilities (scheduling/notices, attendance, location) and equipment (arrangements, rental/return) for all meetings holding in the corporate HQ
 Arranging Travel (Local and International): Handle all logistics for HQ personnel travel, as well as logistics for visits to HQ by personnel from the subsidiaries, business partners and invited guests
 Purchasing: manage the purchase process for assets, including sourcing, dealing with vendors, negotiations and product confirmation
 Order and purchase office equipment, stationary and supplies, based on appropriate approvals
 Develop, implement and manage secure filing systems (hardcopy and electronic) for the Corporate HQ. Manage redundancy and disaster recovery planning processes
 Logbook: Manage Logbook for Corporate HQ pool drivers and cars

ADMIN COORDINATION
 Ensure required facilities are put in place for the company’s new – hires (Printing of complimentary cards, purchase of phones, creation of Group email account etc
 Serve as a single point of contact (SPOC) for interfacing and communicating with the Support Team
 Ensure coverage of the Front desk and corporate phone lines from 7:30 am through 5:00 pm on weekdays (excluding holidays)
 Supervise and coordinate admin and support staff
 Filing: Develop, implement and manage secure filing systems (hardcopy and electronic) for the Corporate HQ
 On-boarding: Ensure required facilities are put in place for the company’s new – hires (Printing of complimentary cards, purchase of phones, creation of Company email account e.t.c.
 Reception: Ensure coverage of the Front desk and corporate phone lines during business hours
 Compile and/or distribute periodic management and status reports as appropriate
 Send out Staff attendance notification to all staff
 Send out meeting notifications to all staff as the need arises

CENTRAL PURCHASING
 Imprest: Track and manage imprest for the HQ
 Vouchers: Collate and compile vouchers for all office expense incurred
 Forecasting: Develop monthly forecast for HQ (non-department-specific) expenses and manage the Corporate HQ budget
 Disbursement: Disburse funds for paying of bills, purchase of items and other office related expense (below threshold)
 Purchasing: manage the purchase process for assets, including sourcing, dealing with vendors, negotiations and product confirmation
o Order and purchase office equipment, stationary and supplies, based on appropriate approvals
o Crediting of staff phone lines on a monthly basis

VENDOR MANAGEMENT (UTILITIES)
 Issue Resolution: Resolve all complaints, service issues and discrepancies with vendors
 Payments: Raising Memo’s for payments of utility bills and other bills from service providers.
JOB SPECIFICATIONS EDUCATION QUALIFICATIONS
 Bachelor’s Degree in Public or Business Administration or other related discipline

EXPERIENCE:
 At least three-five years experience in an Administrative capacity

KEY COMPETENCIES REQUIREMENTS: KNOWLEDGE AND SKILLS
 Work requires professional written and verbal communication and interpersonal skills.
 Ability to participate in and contribute during group meetings.
 Ability to multitask efficiently

TECHNICAL COMPETENCIES:
 Proficiency in Microsoft Office Suite– Word, Excel, Powerpoint, Outlook
 Exposure to Asset management / Admin package
 Competent in Logistics management and planning
 Competent in resource allocation and management
 Ability to manage artisans and vendors effectively

BEHAVIORAL COMPETENCIES:
 Strong interpersonal skills
 Effective team member
 Result-oriented
 Strong attention to detail
 Good analytical skills
 Deadline driven
 Professional demeanor
 Confidentiality

CANDIDATES FOR THIS POSITION SHOULD PREFERABLY BE FROM THE NORTHEN PART OF NIGERIA.
INTERESTED & QUALIFIED CANDIDATES SHOULD SEND THEIR CVS TO THE EMAIL ADDRESS BELOW BEFORE 30TH JUNE 2009.

EMAIL: tope.olaleye@veglobal.org