Administrative Manager at Jamub Group

Job Summary

• The Administrative Manager is responsible for coordinating the administrative, workforce, logistics, welfare, records, and site-support functions of the Gboko Road Construction Project, ensuring that the administrative environment adequately supports the effective execution of the Company's engineering and construction activities.

Key Responsibilities
Site Administration:

• Coordinate the day-to-day administrative activities of the project site.
• Maintain effective administrative systems and ensure timely resolution of site administrative issues.
• Coordinate communication between the project site, Head Office, PMO, HCM & Administration, and other relevant departments.
• Ensure availability of essential administrative resources required for smooth project operations.
• Monitor the implementation of Management directives relating to site administration.

Personnel & Workforce Administration:

• Maintain accurate records of all Partners, artisans, subcontractor personnel, security personnel, and other workers engaged on the project.
• Monitor attendance, punctuality, deployment, leave, movement, and general workforce administration.
• Coordinate onboarding, documentation, site induction, and exit processes for site personnel.
• Escalate attendance, conduct, manpower, and other personnel-related concerns to the appropriate authority.
• Liaise with HCM & Administration on employee relations and personnel matters requiring Head Office intervention.

Accommodation, Welfare & Logistics:

• Coordinate project-site accommodation and welfare arrangements for Partners and approved personnel.
• Monitor the condition and adequacy of site accommodation, utilities, sanitation, catering, water supply, and other welfare provisions.
• Coordinate approved logistics and transportation requirements for site personnel.
• Maintain proper records of accommodation allocation and site welfare resources.
• Identify gaps affecting workforce welfare and escalate them promptly.

Procurement & Administrative Support:

• Coordinate approved administrative purchases and site consumables in line with the Company's procurement and approval requirements.
• Maintain records of administrative expenditures, supplies, assets, and consumables under the project.
• Monitor the availability and responsible use of office supplies, equipment, furniture, and other administrative resources.
• Liaise with Procurement, Finance, and PMO on approved administrative requirements.

Records & Document Control:

• Maintain accurate and accessible administrative records for the project.
• Ensure proper filing of personnel records, correspondence, approvals, invoices, attendance records, accommodation records, welfare records, and other administrative documents.
• Maintain confidentiality and appropriate control of sensitive Partner and project information.
• Ensure relevant documents are transmitted to the appropriate Head Office departments within required timelines.

Security & Site Coordination:

• Coordinate with approved security personnel on administrative and access-control matters.
• Maintain records of security personnel deployed to the project.
• Escalate security incidents, unauthorized access, loss of property, or other security concerns immediately through the appropriate reporting channel.
• Support the Project Manager and Management in maintaining an orderly and controlled project environment.

Compliance & Governance:

• Ensure site administrative activities comply with JAMUB Group policies, approved procedures, contractual requirements, and applicable regulations.
• Support internal audits, inspections, investigations, and Management reviews relating to project administration.
• Ensure administrative records are available for verification when required.
• Promote accountability and proper use of Company resources at the project site.

Reporting & Accountability:

• Submit regular administrative reports to the Head, PMO and relevant HCM & Administration authority.
• Provide timely updates on workforce strength, attendance, accommodation, welfare, logistics, administrative expenditure, security-related matters, and outstanding administrative requirements.
• Escalate critical issues promptly rather than allowing them to affect project execution.
• Maintain an up-to-date administrative status of the project at all times.

Key Expected Results
The Administrative Manager is expected to deliver:

• Effective and well-coordinated administration of the Gboko Road Construction Project.
• Accurate and current workforce and personnel records.
• Timely resolution and escalation of administrative and welfare issues.
• Adequate accommodation, welfare, logistics, and administrative support for authorized project personnel.
• Proper control and accountability of administrative resources and expenditure.
• Complete, accurate, and accessible project administrative documentation.
• Effective coordination between the project site, PMO, HCM & Administration, Finance, Procurement, and Head Office.
• Timely and accurate administrative reporting.
• Compliance with Company policies, Management directives, and applicable requirements.
• Minimal administrative disruptions to project execution.

Key Performance Indicators

• Accuracy and completeness of site personnel records.
• Timeliness of administrative and workforce reports.
• Attendance and workforce records maintained without material discrepancies.
• Timely resolution/escalation of site administrative issues.
• Adequacy and condition of accommodation and welfare facilities.
• Administrative expenditure maintained within approved limits.
• Proper documentation and accountability of administrative resources.
• Compliance with Company policies and Management directives.
• Timeliness of submission of required documents to Head Office.
• Level of administrative support provided to uninterrupted project execution.