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  • Posted: Feb 18, 2021
    Deadline: Mar 4, 2021
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    Alfred & Victoria Associates is one of Nigeria’s leading ICT solution based company. Our company offers a wide range of services which are in high demand of today’s emerging market.
    Read more about this company

     

    Administrative & Facilities Manager

    Job Summary & Purpose

    • The office of the Administrative & Facilities Manager is established to coordinate the Firm’s administrative requirements;
    • Oversee the care and maintenance of the Firm’s facilities and equipments; and ensure that the Firm’s offices are consistently conducive work environments for all members of staff.

    Responsibilities

    • Serve as the contact person for various office related concerns including: office bills processing and payment, vendor management, office facilities and equipments maintenances (servicing, repairs and replacements).
    • Provide support to the offices in Abuja & Port Harcourt, by obtaining approvals for various office related expenses such as repairs, maintenances, purchases, and bills payment.
    • Supervise the office assistants to ensure that the offices in Lagos are thoroughly and regularly cleaned.
    • Co-ordinate intra-office movements.
    • Manage the office supplies stock (provisions, stationery and other necessary items), and place orders when stock is low.
    • Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking.
    • Maintain an up-to-date inventory, and usage history of office stationery, provisions, and every item bought for the office.
    • Monitor office equipment and arrange for repairs as necessary.
    • Manage relationships with the firm’s vendors and suppliers.
    • Negotiate cost estimates with vendors and seek the best value per price for the firm, by engaging with multiple suppliers before recommending a preferred vendor.
    • Ensure that all items delivered, and services rendered to the Firm, are invoiced and paid on time.
    • Book transport and accommodation arrangements for members of staff on official duty.
    • Provide support to in-house or off-site activities for the firm, such as parties, celebrations, etc.
    • Maintain and update a database of the Firm’s vendors.
    • Develop procedures/ checklists and guides to set standards in the Admin & Facilities function.
    • Implement and maintain the standards defined in the Admin processes and procedures/ checklist
    • Organise the firm’s filing system for administrative files.
    • Oversee building projects, renovations or refurbishments.
    • Maintain an up to date record of all invoices, memos and receipts processed
    • Develop and update office management policies as required.
    • Conduct analyses on office expenses and submit to supervisor on a regular basis
    • Prepare regular report on office expenses and maintenance/ repairs history.
    • Prepare and analyse regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.

    Key Performance Indicator ( KPIs):

    • Administration – effectiveness in planning, organising and efficiently handling activities required and complying with instructions. (percentage delegated admin tasks that did not require rework/ follow-up; task completion ratio)
    • Communication – effectiveness in providing relevant and timely information to the Firm’s management.
    • Responsiveness – responsiveness in completing job tasks in a timely manner.
    • (Percentage admin tasks performed on time; average time to procure).

    Requirements

    • Academic Qualification: A relevant Bachelor's and / or Master's Degree
    • Professional Qualification: British Institute of Facilities Management (BIFM) or Institute of Leadership & Management (ILM) is an additional advantage.
    • Experience: A minimum of 4 years industry experience

    Key Skills:

    • Ability to multi-task and prioritise work.
    • Good time management skills.
    • Attention to detail.
    • Problem-solving skills.
    • Proficiency in Ms Excel.
    • Strong organisational and planning skills.
    • Reliability and discretion.
    • Adaptability.
    • Communication, negotiation and relationship-building skills.
    • Initiative and judgment.
    • Good business writing skills.

    Salary

    • Very Attractive.

    Method of Application

    Interested and qualified candidates should send their tailored CV to: recruitment@alfred-victoria.com using the Job Title as the subject of the email.

    Note: Any application received after the deadline will be automatically rejected.

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