Facilities Management & Services Senior Analyst at Oando

Job Summary

The Admin Officer within the Services Department is responsible for the delivery of the support services for Oando employees under the leadership of the Facilities Management & Services Manager. She/he will be involved in both strategic planning and day-to-day operations, particularly with respect to the following:

• Travel and Logistics administration
• Guest House administration
• Fleet Management
• Regulatory and stakeholder liaison

Responsibilities

• Executing and overseeing the provision of general support services, including dispatch, cleaning, catering and water supply services, waste disposal in the company Guest House
• Routinely monitoring company facilities to ensure that it remains functional, safe & secure, well-maintained and ensure all faults including electrical, carpentry, civil works and plumbing system in the office/guest houses are swiftly & safely resolved
• Ensure the management and maintenance of the company’s properties and maintain a concise inventory of all property asset
• Maintain records of rentals, tenement rates and ground rent payments for Company owned/leased property assets
• Handle property related issues and manage relationship with all Landlords/Estate Managers and renew tenancies as at when due
• Conducting checks to ensure the safe keeping and efficient utilization of all office facilities and equipment
• Project manage, supervise and coordinate work of contractors
• Liaising with Finance and Accounts for the prompt payment of utility bills, maintenance bills etc
• Executing service management plans to support business and operational needs based on requirements stated in the business plans and budgets of individual Oando PLC entities and departments
• Estimating and establishing cost parameters and budgets for purchases
• Managing vendor relationships by clearly communicating expectations to ensure deliveries meet established specifications and that applicable guidelines are met regarding the quality of the items received timeliness and service availability.
• Processing approved invoices payments by raising Requisitions, Purchase Orders and requesting payments.
• Preparing periodic reports with respect to the activities in the Administrative unit for review and decision making
• Travel documentation and visa application processing
• Managing and coordinating protocol and logistics for staff members
• Scheduling and arranging seamless VIP access and handling for the exco members
• Supervising the availability and allocation of vehicles and drivers to staff who need to carry out official assignment
• Enforcing maintenance practices and procedures and ensure vehicle drivers receive appropriate training.
• Overseeing scheduled and routine maintenance and repairs of vehicles and manage associated costs
• Interfacing with government and non-government agencies
• Executing strategic business documents with relevant legislative and government authorities
• Collecting, analyzing, and utilizing feedback to identify opportunities to improve the relationship between the Oando and stakeholders.
• Completing all official requested support services requirements

Person Specification

• Bachelors degree from a reputable university
• Minimum of 4 years relevant work experience within a reputable and structured organization, preferably an oil and gas multinational

Required Competencies

• Oil & Gas industry dynamics
• Negotiation & Contract Management
• Numeric and Analytical skills
• Basic Cost Accounting
• Travel Management
• Creativity & Innovation
• Organization/Administration
• Interpersonal Relations
• Leadership/Supervisory
• Team playing
• Oral & Written Communication

Key Performance Indicators (KPIs)

• Timeliness and effectiveness of requisition processing and service delivery efforts
• Effectiveness of relationships with 3rd party service providers
• Effectiveness of cost management efforts
• Number of issues arising from poorly executed service delivery transactions
• Customer/Staff satisfaction level
• Performance on internal audit examinations; number and complexities of queries raised
• Ease of retrieval and utilization of procurement and services-related information (documents and reports)