Head Facilities and Admin Services at Health Plus Limited

Key elements of the role

• Develop and direct strategies for the Facilities and Admin department and ensure strategies are aligned with the overall goals of the organisation
• Develop processes, procedures and systems for the department in order to deliver the department’s strategy

Office Management

• Manage the provision of utilities and settlement  of related bills
• Ensure provision of a conducive physical working environment (space, furniture etc.) for the company’s employees to facilitate optimal performance
• Manage internal/external mail delivery, courier and freighting
• Oversee the purchase, storing and distribution of office supplies and equipment
• Ensure all office equipment, machines and tools are in good conditions at all times
• Identify and work towards eliminating all risks that people are disposed to at work
• Advise Managements on ways to insure all identified risks
• Ensure company’s assets e.g Vehicles, Premises, equipments are duly covered under various insurance policies
• Advise management in the sourcing of underwriters, insurance brokers/agents to ensure company’s assets are covered by approved insurance companies.
• Facilitate the processing of all insurance policies including Motor vehicle insurance, Fire & Burglary insurance etc
• Ensure all insurance policies are valid at all times and payments to insurance companies are timely settled
• Facilitate the smooth processing of all claims by working closely with underwriters, loss adjusters and other third party agents for swift settlements of claims

Vendor Administration

• Determine service level agreements (SLA) with user functions/departments specifying the services to be delivered, requirements and parameters for service.  Manage Service Level Agreement (SLA) with maintenance, janitorial/cleaning, laundry, security and other service providers
• Review vendor proposals as well as source for vendors/service providers for all administrative supplies and services
• Ensure vendor compliance with site HSE requirements at all times
• Evaluate and advice the business concerning service requirements and when to outsource services required by divisions or business units to external providers where internal skills do not suffice
• Present inputs to CAPEX and OPEX budget during budget cycle and strictly manage approved budgets
• Manage the implementation of policy documents relating to administration and facilities management
• Oversee the provision of key human resources services such as recruitment, training and performance management within the department

Inventory Management

• Plan, administer and control budgets for contracts, equipment and supplies
• Oversee the purchase, storing and distribution of office supplies and equipment
• Maintain a comprehensive database of all store items, office equipment, assets etc
• Plan to avoid going out of stock by ensuring stocks are replenished at reorder level

Other Duties

• Manage the delivery of other general administrative duties including organizing travels and logistics

Desired Skills & Experience

• Bachelor’s degree in Business Admin, Public Admin or Social Sciences, Humanities or a related field with 10 years minimum experience in a structured organisation, 4 years of which must be in a managerial capacity
• Membership of a recognised professional body is an added advantage
• Leadership & managerial skills
• Negotiation and persuasion skills
• Excellent interpersonal and people skills
• Planning & organisational Skill
• Ability to manage time and prioritise tasks
• Good problem solving and decision making skills
• Excellent verbal and written communication skills
• High standard of attention to detail
• A good working Knowledge of Microsoft Office Suite like Word, Outlook, and Excel