Lead Office Administrator at Michael Okpara University

Business Purpose/Objective:

• To provide office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects
• Core Working Relationships Managing Director, All departments, customers, vendors and visitors.

Administration

•     Over see entire office administrative functions
•     Manage the record keeping process and filing for the Company
•     Ensure all routine correspondence are treated accordingly
•     Develop, manage and maintain standard operating procedure manuals to ensure consistent performance of administrative, secretarial and clerical routine tasks
•     Oversees the Purchasing and disbursement of consumables and office stationery to departments and ensure adequate records are kept
•     Oversee the on boarding process for all new hires and send out communication regarding the new employees
•     Ensure payment of Company utility bills
•     Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; Ensure office is set up and maintained as a clean and efficient working environment
•     Prepare and control administrative budgets
•     Manage the Petty Cash process
•     Manage the ordering process from end to end

Travel & Logistics

•     Liaise with Company approved travel agents and ensure the proper approvals before issuing tickets
•     Points person for all Hotel accommodation arrangements in tandem with the logistical arrangements for all office staff and visitors into the company
•     Handle the processing of all travel documents for employees and visitors.

Supervisory Responsibilities

•     Supervise Administrative Assistant and entire department

HR Role

•     Manage all HR related issues
•     Educational Degree (or its equivalent) / Degree in a relevant field required

Experience

•     Desired Minimum 5 years working experience in a Senior administrative role or related area

Competencies General Competencies

•     Planning and delivery of work: Must be able to plan and organize workload to ensure that tasks are done to a high quality within specified deadlines and ensure discreet handling of all business.
•     Communicating with others: Strong written and oral communication skills, and the confidence to deal with senior staff and external contacts.
•     Managing others: Ability to assign work and to establish work rules and acceptable levels of quality and quantity of work
•     Leading Work Teams: Ability to establish expectations and clear direction to meet goals and objectives of on-going work for a group of employees.
• Ability to motivate and engage employees through effective communication
•     Attention to detail: Displays Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small.
• Monitors and checks work or information and plans and organizes time and resources efficiently.

Functional Competencies

•     Advanced computer and administrative skills
•     Exposure to budget and project management