Head, Support Services at MainOne

Responsibilities

• The Head, Support Services will be responsible for organizing and managing MainOne's administrative services across locations, to ensure seamless operations in our different offices. 
• In addition, he/she shall be the custodian of MainOne’s administrative policies and will drive implementation and compliance, as required.

Specific responsibilities include:  
General Office Administration:

• Establish policies, procedures to ensure the smooth running of office operations as well as the supply and effective distribution of office equipment and consumables across the Company
• Manage and oversee administrative, clerical and secretarial services to support operations across the Company
• Provide comprehensive office and facilities support to the Company, in line with business needs.
• Ensure the purchase and maintenance of office furniture, equipment, and supplies in line with the Company’s quality and cost objectives
• Oversee the care for the day-to-day appearance of offices, such that a high standard is maintained continuously
• Direct and plan essential central services, including fleet management, ensuring availability and effective service delivery

Travel, Events and Logistics Management:

• Oversee travel management activities including visa application and processing, hotel management, ticketing, travel insurance etc.
• Organise and facilitate internal meetings, conferences and events.
• Oversee logistics arrangements for asset relocation/material movement and transportation for the Company.

Procurement Management:

• Perform all tasks relating to the sourcing, management of the procurement process, including identification, evaluation and selection of vendors/suppliers of goods/consumables for the Group
• Oversee procurement activities for all non-technical products and services, as well as ensure compliance with the Company’s procurement process
• Ensure the development and maintenance of a vendor and supplier database for the various products and services procured by the company – Supplier analysis & negotiations, supplier performance management
• Ensure the development of an inventory management system for all products utilised by the company and the definition of reorder levels for all identified items
• Ensure proper analysis is done for required goods or services to achieve maximum value for money
• Manage vendor relationships ensuring that they are competitive and serve the needs of the company

Facility Management:

• Oversee the strategic planning and day-to-day operations, particularly in relation to the Group’s office buildings and premises.
• Building and grounds maintenance
• Cleaning
• Catering and vending
• Security
• Utilities infrastructure
• Space management
• Champion the implementation of a first-class maintenance, and management culture for the Company’s assets and facilities
• Ensure that the Group’s facility management practices conform to Health, Safety and Environment policies, procedures and standards
• Conduct periodic inspections to examine the conditions of the Group’s facilities and ensure that maintenance contractors adhere to agreed Service Level Agreements (SLAs)
• Coordinate and oversee contractors, suppliers and outsourced vendors
• Plan for future developments and office space needs in line with strategic business objectives
• Manage and lead change to ensure minimum disruption to business activities

Qualifications, Skills & Competencies

• First Degree in any discipline or a related discipline
• 10 years of relevant experience with at least three years in supervisory role
• Analytical and problem solving skills
• Strong verbal and written communication skills
• Self-management skills
• Organisational & Time Management skills - Highly organized and able to multi-task and effectively prioritize
• Customer Service focus
• Detail oriented
• Works effectively, independently and to deadlines
• Team player with a flexible, ‘can-do’ outlook
• Knowledge of best practices and evolving trends
• Demands of the Job
• Ability and willingness to work long hours and meet tight deadlines
• Ability to work with minimal supervision
• Constant awareness of sensitivity and confidentiality involved in function
• Good research skills.