Administration Associate at Food Concepts Plc

Job Purpose

• To act as the point of contact for all employees, providing administrative support and managing queries

Core Responsibilities and Key Result Areas

Administrative Functions:

• Attend to forwarded enquiries from all Chicken Republic stores ranging from waste management, security, travelling needs, and all other administrative support
• Update report on travel expenses per department
• Coordinate travel and ticketing activities
• Process all monthly returns for expatriates
• Process the renewal of residence permits for the expatriates
• Process payment requests utilities in HQ, Guest houses and TC. DSTV, PHCN, Water & printer consumables.
• Periodic visits/contacts through CUG to all Island stores for support.
• Distribute and store correspondence (e.g. letters, emails and packages)
• Arrange travel and accommodations
• Answer queries by employees and clients  
• Prepare reports and presentations with statistical data, as assigned

Facility Operations:

• Monitor compliance with all rules and regulations in the organization as regards safety and facility utilization
• Inspect office premises checking all appliances, facilities as well as security of the warehouse facilities

Inventory Maintenance and Record Keeping:

• Provide staff with the necessary office stationery
• Place orders for office supplies and maintain all associated records
• Perform requisition, delivery and distribution of supplies as well as adequate maintenance of inventory
• Monitor supplies, inventory and other needs of the organization
• Ensure management and monitoring of relevant records and reports
• Manage office supplies stock and place orders
• Prepare regular reports on expenses and office budgets
• Organize a filing system for important and confidential company documents

Security:

• Oversee security surveillance for all Chicken Republic locations

Key Performance Indicators

• Timely response to employee queries and request
• Quality of the internal administrative processes/procedures

Knowledge Requirements:

• Knowledge of General Administrative Support- Facility Management
• Knowledge of Administrative procedures and processes in line with industry best standards
• Knowledge of Office Management Software
• Knowledge of Health & Safety Regulation
• Good interpersonal, communications and flexibility

Job Specifications

Educational Requirements:

Jobposting service

• A Degree in Social / Management / Physical Sciences

Professional Requirements:

• Membership of the NIM, or any other related professional qualification is an added advantage

Experience Requirements:

• Minimum of 2 years work experience in an administrative capacity in a similar industry / environment

Decision Expectations

• Ensure all employee queries and requests are attended to
• Monitors compliance with all rules and regulations in the organization as regards safety and facility utilization
• Monitor supplies, inventory and other needs of the organization

Working Conditions:

• Job role holder typically work 40 hours per week, Monday to Friday, although there may be weekend or evening work due to business exigencies.
• This role is largely office-based, and has a high level of social contact as the individual is expected to work closely with staff from different branches.
• The job involves repetition of the same mental activities, but may on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment.