Overview: 

The Administrative Manager plays a pivotal role in ensuring the smooth and efficient operation of the company. This role requires a flexible and proactive approach, liaising closely with all departments to accurately identify and fulfill administrative needs. The Administrative Manager is responsible for reviewing, maintaining, and enhancing administrative systems and procedures, ensuring that all aspects of office management are conducted effectively and in compliance with regulatory requirements. The role includes a significant focus on facilitating interdepartmental coordination, supporting human resources functions, overseeing procurement and inventory management, and managing corporate commitments.

Key Responsibilities:

1. Office Management:

• Ensure the availability and optimal functioning of office equipment and supplies to meet operational needs.
• Oversee the procurement and tracking of office furniture and equipment.
• Manage office physical and administrative requirements, including:
  • Rental agreements
  • Company insurance policies
  • Power and internet connectivity and billing
  • Security services and billing
  • Maintenance and subcontracting contracts
  • Professional and other subscription renewals
• Ensure adherence to government agency regulatory requirements, utilizing the GOT portal as necessary.
• Support administrative compliance in tender applications.
• Provide administrative support to technical staff, ensuring timely and appropriate fulfillment of obligations.
• Oversee the preparation and finalization of client technical reports before release.
• Organize and manage weekly management meetings, including minute-taking and follow-up on action items.

2. Human Resources Management:

• Serve as the primary point of contact for staff-related issues, excluding direct operational and payroll matters.
• Coordinate with accounts and operations departments on various HR activities, including:
  • Staff recruitment campaigns through internal and third-party channels.
  • Drafting, tracking, and managing staff contracts using company templates and methodologies.
  • Implementing and reporting on performance evaluations, particularly for probationary staff.
  • Managing intern recruitment and engagement.
  • Overseeing staff expense advances and ensuring timely and accurate retirements.
  • Handling staff disciplinary issues, including issuing warnings and recommendations.
  • Tracking and managing staff leave in close coordination with the operations team, ensuring clear annual leave allocations.
  • Administering staff medical requirements, including sick leave and medical expenses.
  • Managing staff NSSF and life insurance matters.
  • Organizing, minuting, and actioning staff meetings.
  • Managing staff lunches, focusing on quality, variety, and cost-effectiveness.
  • Enhancing staff facilities, promoting sports, and boosting morale.
  • Keeping the staff handbook updated and current.
  • Managing work permit and residence permit requirements and renewals.

3. Vehicle and Logistics Management:

• Coordinate with the Operations Department and Garage to manage company vehicle requirements, including:
  • Tracking distance and fuel usage.
  • Ensuring compliance with insurance, safety stickers, and statutory requirements.
  • Monitoring driver performance and behavior.
  • Overseeing vehicle maintenance and ensuring records are up to date.

4. Procurement and Stores Oversight:

• Provide administrative oversight for procurement and stores activities, including:
  • Ensuring compliance with TRA & TBS requirements for the importation of goods.
  • Overseeing the entry of imported goods into stores, verifying against procurement invoices.
  • Conducting monthly checks of stores records and stock levels.
  • Supporting local purchasing processes and ensuring timely procurement.
  • Monitoring and reporting on stock and material usage status.
  • Keeping company asset registers updated from both physical and financial perspectives.
  • Tracking and managing third-party repairs to client equipment and batteries.
  • Maintaining and updating the Administration Manual.

5. Corporate Governance and Commitments:

• Administer company corporate commitments, including tracking and managing paperwork and liabilities related to company-owned land.
• Ensure compliance with corporate governance requirements as outlined in the company’s Memorandum and Articles of Association (Memarts) and relevant legislation.
• Report directly to the Managing Director on all aspects of administrative management.

Qualifications and Skills:

• Proven experience in administrative management, with a strong background in office management and human resources.
• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• Proficiency in using office software and familiarity with government portals.
• Ability to manage and motivate a team effectively.
• Keen attention to detail and commitment to continuous improvement.
• Kindly fill in this google form :https://docs.google.com/forms/d/1544AWeRwNmeqmTaaHQ6byepVXhEvTBZ02iVu4cRaKEU/edit

Deadline : 1st August 2024