Head of Administration at Truss Ugavi Limited

Job Description

• We are seeking to employ a Head of Administration who will coordinate all functions in the department for efficiency, adequate support for the overall success of the company, and continual improvements. Adhere to the requirements of ISO certifications of the company, statutory, regulatory and company code of ethics requirements.

Responsibilities
Facility Management:

• Prepare and oversee the implementation of the unit’s annual budget, plans and processes, ensuring alignment with the overall strategic plans and objectives.
• Define and monitor frameworks and systems to optimise and manage the facilities, to ensure adherence to HSE and Good Manufacturing (GMP) standards and practices.
• Participate in the development/update of contingency plans in the event of disaster or damage to the organisation’s facilities.
• Conduct periodic inspections to examine the conditions of facilities and ensure that maintenance contractors adhere to agreed Service Level Agreements (SLAs).
• Efficiently manage company’s accommodation/lodge and deal appropriately with associated lease to ensure smooth operations.
• Oversee the management of utilities and ensure prompt processing of payment to avoid disruption.

Fleet Management and Insurance:

• Ensure all documentation, licenses, and registrations pertaining to fleet are updated as at when due.
• Liaise with finance to ensure adequate insurance coverage for all company vehicles against potential risks.
• Inventory Management
• Manage and maintain the admin inventory, monitor stock and reorder levels for all consumables; and make prompt requisition to ensure timely supplies.
• Periodically evaluate and analyse usage patterns and cost with a view to identifying and recommend improvements.

Vendor Management and Consumables:

• Effectively manage internal and external stakeholders (staff and 3rd party vendors) to ensure seamless operations of the Admin unit.
• Manage the relationship with vendors ensuring constant value delivery to the business and compliance with agreed service levels.
• Build and maintain relationship with regulatory bodies e.g. LASEPA, LAWMA, etc on statutory requirements.
• Lead and effectively manage the performance of subordinates/team members towards the achievement of unit, functional and organizational objectives.

Qualifications

• Bachelor's Degree or Higher National Diploma (HND) in Administration, Humanities or any Social Science discipline from a reputable tertiary institution.
• An MBA or master’s degree in a related field.
• Relevant professional certification
• At least 15 years cognate experience with a minimum of 8 years in Management roles
• Budget Management Experience

Skills & Other Requirements:

• Must be able to manage multiple stakeholders and relate across all levels.
• Ability to balance drive for control with need for efficiency and effectiveness.
• Possess sound analytical skills and a keen eye for detail.
• Demonstrate strong follow up and follow through skills.
• Possess a high level of internal/ self-motivation coupled with a strong sense/drive to deliver results.
• Ability to organize, prioritize, manage, and follow through on multiple tasks or under pressure.
• High degree of independence, objectivity, and assertiveness.
• An enquiring mind set consistently seeking innovative ways to deliver without compromising quality.
• Creative problem-solving techniques.
• Excellent written and oral communication and presentation skills.
• Adhere to high confidentiality and personal integrity.
• General understanding of local policies, relevant laws and regulation of the land
• Proven leadership and capacity in negotiation and conflict management.
• Immigration experience is an added advantage.