Head of Administration (A Professional Institute) at Stresert Services Limited

SUMMARY

Our client is an association of medical professionals across the West African region. This role requires the expertise of a results-driven and ethical head of administration with strong leadership skills to manage and improve the efficiency of the College. Major duties will include managing College staff, guiding operating methods,  monitoring budgets, improving information systems and exam administration, overseeing human resource requirements, and developing operating procedures and policies, . 

KEY RESPONSIBILITIES

• Overseeing day-to-day operations of the College
• Develop and implement policies and procedures to ensure the smooth functioning of the organization
• Plan and coordinate administrative procedures and systems and devise ways to streamline and automate processes
• Prepare, manage administrative budget and monitor operating expenses
• Oversee facilities services, maintenance activities and negotiate contracts and agreements with vendors 
• Oversee recruitment and employee development (staff training) at the College
• Ensure that policies and procedures are followed by all departments
• Ensure that each department has adequate resources to perform its responsibilities effectively
• Coordinate activities between departments to ensure efficient workflow and achieving the objectives of the College
• Lead organizational efforts to promote ethics and compliance with laws in all business practices
• Participating in events to promote the objectives of the organization’s mission, awareness and increase membership
• Manage personnel management and administration, appraising performance
• Collaborate with IT unit to optimize technology systems and infrastructure
• Monitor and evaluate administrative processes, identifying areas for improvement
• Coordinate and oversee the implementation of a quality management system
• Devise viable means that would enhance the funds of the organization

MINIMUM REQUIRED JOB SPECIFICATIONS

Academic and Professional

• Bachelor’s degree in business administration or, or any similar field.
• Masters/post-graduate and/or professional qualifications such as an MBA would be an added advantage

Experience:    

• Minimum of 7 to 12 years of experience in administration and personnel management
• Proven experience in administration from a professional institute
• In-depth understanding of office management procedures and departmental policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office and savvy in latest IT software programs and applications
• Analytical-minded with problem-solving skills
• Excellent organizational and multitasking abilities
• Good communication skills
• Superior problem solving skills
• Strong leadership qualities
• Broad knowledge of business departments and their functions
• Strategic thinker
• Budget management experience
• People-management skills
• SOP development and implementation
• Knowledge on Quality Management system
• Knowledge on ISO certification 

Functional Competencies 

Skills:  

• Strategy
• Leadership
• Communication
• Organization
• Time-management
• Problem-solving
• People-management
• Administrative
• Operations
• IT savvy
• Critical thinking
• Change management
• Decision-making    

Knowledge:  

• Office administration
• Process management
• Professional institute operations
• Coordinating departments
• Budget administration
• Stakeholder management
• Quality Management System
• ISO certification    

Attributes:  

• Teamwork and collaboration
• Result oriented
• Self-motivated
• Proactive
• Dynamic
• Self-starter
• Entrepreneurial