Administrative Manager at Michael Stevens Consulting

Mission / Core Purpose of the Job

• The Administrative Manager is in charge of coordinating the company’s administration system and general workflows.

Context:

• (Global influences, environmental / industry demands, organizational mission, etc.)
• DSC’s business plan
• Company Mission, Policies, Procedures and Processes

Core, Essential Responsibilities / Outputs of the position (KPA's)
Administration & Bookkeeping:

• Ensure the office is stocked with necessary supplies and all equipment is properly maintained.
• Work with the finance team to set budgets, monitor spending, and other expenses.
• Plan, schedule, and promote office events, including meetings, conferences, interviews, orientations, travelling and training sessions.
• Manage accounts and perform bookkeeping.
• Supervise auxiliary staff and companies to ensure all premises comply with the standards at DSC.
• Perform regular inventory counts to ensure the company always has stock of its most needed items.

Documentation & Filing:

• Create a filing structure in the Administrative department to ensure all and immigration documents are up to date.
• Create and maintain filing systems, both electronic and physical.
• Organizing an archiving system.
• Labeling, sorting and categorizing documents for ease of use.
• Retrieving documents upon request.
• Drafting inventory reports that document inventory counts, discrepancies, and other statistical data.

Procurement & Expense Management:

• Ensure all company procurement is initiated and recorded promptly in a procurement register.
• Develop procurement strategies that are inventive, in line with procurement policy and cost-effective.
• Coordinate with other workers to resolve discrepancies between approved expense and actual expense.
• Negotiate with suppliers and vendors to secure advantageous terms.
• Review existing contracts with suppliers and vendors to ensure on-going feasibility.
• Build and maintain long-term relationships with vendors and suppliers.
• Approve purchase orders and organizing and confirming delivery of goods and services.
• Perform risk assessments on potential contracts and agreements.
• Control the procurement budget and promote a culture of long-term saving on procurement costs.
• Oversee and manage the systems that track shipments, inventory, and the supply of goods.
• Undertake such other reasonable tasks as may be assigned by your department heads and management
• Collaboration

Responsibility towards:

• Direct report: Head, Operations
• DSC Management
• Employees at DSC

Education / Experience

• B.Sc in Business Administration or related field.
• Requisite Certifications
• Work Experience: 3 Years
• Supervisory Experience: 2 - 3 Years

Training:

• Digital Skills
• Effective communication
• Administrative Systems & Bookkeeping

Competencies:

Knowledge:

• Google Suite tools
• Inventory & Bookkeeping
• Business Administration
• Familiar with best practices in filing & documentation

Skills / Physical Competencies:

• Ability to undertake a variety of tasks within the same time frame
• Advanced computer literacy
• Ability to manage and oversee vendors
• Strong communication and independent execution capacity
• A technical, logical thought process
• An ability to stick to strict deadlines
• An ability to prioritize and delegate
• A keen eye for technical detail

Behavioral Qualities:

• Thorough and detailed
• High Integrity and analytical
• High sense of personal responsibility, ownership and professionalism
• Sound discretion and judgment
• Can take instructions and expand on it.