Admin Officer(Furniture Manufacturing) at IO Furniture

Reports To: Head, HR & Administration

Number of Direct Reports: All Drivers, All Cleaners & Guest house staff              

Location of Job: IO Furniture Ltd, Ilupeju, Lagos
Key Summary of the Job

• Provide administrative services to all departments of the Company by managing the services and processes that support the core business of the Organization.
• Ensure the buildings, grounds and HSE standards are maintained.
• Monitor to ensure compliance with all Company policies, procedures and standards.
• Ensure compliance with all local, state and federal government statutory requirements.
• Co-ordinate and manage the Company’s vehicle fleets

Core Working Relationships

• HR/Admin Team
• Commercial Team
• Design & Technical Team
• Production Team
• Logistics/Procurement Team
• Accounts/Finance Team
• Management Team

Task Complexities
1. Facility Management

• Determine and schedule regular repairs, renovation projects, waste reduction improvements, as well as Health, Safety, and Environment (HSE) inspections.
• Ensure that the quarterly routine maintenance of company vehicles and equipment (e.g. air-conditioners, cars, generator etc) is carried out.
• Ensure all appliances i.e. phone lines, lighting, air conditioner, printers, copiers, computers and scanners are in good working condition.
• Ensure the efficient and effective management of the guest houses, company housing and all assets.
• Ensure effective and efficient facility management.

2. General Administration

• Ensure prompt payment of all utility bills i.e. PHCH, Telephone, and LAWMA etc.
• Ensure that reasonable maintenance and supply costs are maintained through effective negotiations.
• Prepare expense and cash vouchers, and ensure that the Admin Expense and Petty Cash Priority List is updated daily; with accurate periodic submission to Finance team, Auditors and/or management
• Liaise with service vendors and monitor jobs contracted to them.
• Ensure efficient and effective inventory management and supply for Office Provisions, Stationery and Consumables.
• Maintain a comprehensive and accurate filing system on administrative matters.
• Maintain accurate Asset Register in alignment with Accounts/Finance department records.
• Collaborate with the head of HR/Admin department to ensure that the company’s health and safety regulations are adhered to by all employees.
• Liaise effectively with all government agencies and regulatory bodies and ensure relevant statutory documents/certificates (LASEPA, Immigration, PENCOM, NSITF, ITF, etc) are processed, obtained and up to date.
• Oversee staff travel arrangements (flights bookings, hotel reservations, feeding, travel allowances, etc) in line with received itineraries
• Compile weekly activity report on Admin matters for HR/Admin department report.
• Undertake additional administrative tasks or projects as assigned by the head of Department or authorized officers.

3. Logistics Management

• Ensure all management cars and pool cars are fuelled and maintained efficiently by drawing up a maintenance schedule and following it. Also ensuring that vehicle-papers are renewed promptly.
• Ensure that transport activities are managed efficiently and with minimized cost
• Manage drivers’ deployment and administration

4. Expatriates Management

• Ensure accurate monthly Expatriate Quota Returns are submitted and signed by the relevant authorities at the end of each month
• Support the management of all Expatriates and ensure all their documentation is up to date (visa renewals, CERPAC etc.)
• Liaise with relevant immigration officials and keep abreast of immigration laws
• Compilation and submission of the monthly expatriate returns to the Nigerian Immigration Service

5. House-Keeping

• Compile and monitor daily and weekly cleaning schedules
• Supervise the cleaners to ensure cleanliness for all facilities, equipment, instruments i.e. the admin block, factory, toilets, machinery etc.
• Ensure strict adherence to the annual and quarterly fumigation of the company and its environs
• Liaise with the guest house staff in ensuring proper maintenance of the guest house facilities

Key Job Attributes

• Generic
• Strong organization skills and a problem-solving attitude
• Results driven with ability to meet deadlines
• Attention to details
• Communication Skills (Verbal, written and listening)
• Strong Interpersonal Skills
• Team Spirit        

Technical

• Knowledge of people management
• Proven knowledge of office procedures
• Proficiency with Microsoft Office Package (Word, Excel, Powerpoint)

Education & Experience

• A first degree in Social Sciences or Arts
• Minimum of 5 years relevant work experience.
• Previous work experience in a manufacturing company and expatriates’ managemen