Officer, Administration at NewGlobe

About the Role

• The Administration Manager is responsible for overseeing all the administrative activities that facilitate the smooth running of the NewGlobe Education Offices, the corporate apartment and can lead strategic projects and events to improve the well-being of NewGlobe Education staff.
• This person is a highly energetic, superstar idea generator, organizer, project manager, and Microsoft Office that can manage several Administration assistants, and is willing to work whatever hours and times are needed to get things done. Last but not least, the Administration Manager is a friendly but firm presence in the office to ensure that all Company policies are being adhered to.

What You Will Do

Travel Logistics

• You will, under the supervision of the Administration Manager, coordinate all the travel logistics for staff, both local and international support. This includes proper coordination of flight booking and airport transfers and reviewing all travel requests from staff to ensure that rates comply with the Travel Tool before submission for approval
• Provide support for staff with travel and immigration documentations including invitation letters, visa applications processes and provide insightful information regarding travel requirements as per the countries’ travel requirements
• Register and manage the corporate account dashboard for users and processing invoices for payment. Part of this includes liaising with the vendor regarding route plan-logistics costs
• Provide support to the Administration Manager on summit logistics planning including coordinating in-country airport transfer logistics.

Vendor Management

• Under the supervision of the Administration Manager, you will manage all the vendors providing services to the organization by ensuring that they meet SLAs in place and provide high quality service delivery.
• Managing and updating all the vendor invoicing trackers to ensure all the invoices and utilities are paid on time. This includes making follow-ups on any vendor queries for inaccurate invoicing.
• You will strategically manage and ensure all business licenses are renewed on time and escalate to the Administration Manager any new requirements
• You will manage invoices raised on leases and ensure contract terms are adhered to

Inventory Management

• You will be required to strategically evaluate Administration inventory and ensure that re-order levels are done within the specified lead time
• keeping proper records on inventory management and update tracker on daily movement of stock

Budgets

• Under the supervision of the Administration Manager, you will provide inputs for the administration budget by collating required data for review
• Strategically follow through with procurement for price sourcing and sharing the analysis for review and approval

Training Support

• You will coordinate all the administrative support required by the Schools’ team and liaise with the outsourced vendor to ensure training needs are catered for within the MOU.

Assets Insurance

• You will be responsible for collating relevant documentations for asset insurance refund claims and follow up with the service providers for reimbursements processes.
• Update Customer Relationship Management (CRM) system on raised tickets, and ensure closure Assets Insurance issues

Medical Scheme Management

• You will be responsible for the management of the medical scheme operations including coordinating registration of new employees into the medical scheme and collating/ submitting required documentations to the health insurance service provider
• You will be required to support staff on lost medical cards replacement and follow through with the service provider for replacement and delivery.

General Administrative Support

• You will support in collating relevant data from new employees for staff and business cards processing and follow up with the production team to ensure timely delivery
• Supporting front office services
• Provide administrative support for all organization’s events and vendor management vetting

What you should have

• Bachelor’s degree from a recognized University or institution with top marks
• Superb Microsoft Office skills (Excel, Word, PowerPoint)
• Very competent with technology platforms and quick to pick up new systems
• At least two (2) years’ experience working in fast-paced environments, ideally with an administrative bent.
• Prior experience as an Administration assistant or Officer preferred; experience working in Administration.
• Prior management and project management experience
• High energy, highly motivated personality but a stickler for rules
• Good communicator – verbal and written
• Available at all hours (when necessary) to attend the office in person.

You’re also

• A detailed doer – You have a track record of getting things done. You’re organized and responsive. You take ownership of every idea you touch and execute it to a fine level of detail, setting targets, engaging others, and doing whatever it takes to get the job done. You can multi-task dozens of such projects at once and never lose sight of the details. Likely, you have some experience in a start-up or other rapid-growth company.
• A networking mastermind – You excel at meeting new people and turning them into advocates. You communicate in a clear, conscientious, and effective way in both written and oral speech. You can influence strangers in the course of a single conversation. Allies and colleagues will go to bat for your ideas. You have an existing network from prior experience in the country, preferably in the regulatory, education, or business sectors.
• A creative problem-solver – Growing any business from scratch comes with massive and constant challenges. On top of that, KwaraLEARN works in often fragile, sometimes volatile low-resource communities and with complex government systems. You need to be flexible and ready to get everything done effectively, quickly, and affordably with the materials at hand.
• A relentless advocate –The children we serve and teachers we empower never leave your mind. You know them, get them, have shared a meal with them (or would be happy to in the future). You would never shrink back from shaking a parent’s hand or picking up a crying child, no matter what the person was wearing or looked like. Every decision you make considers their benefit, experience, and value.
• A malleable learner –You believe you can always do better. You welcome constructive criticism and provide it freely to others. You know you only get better tomorrow when others point out where you’ve missed things or failed today.
• A data-driven decision-maker – When making decisions, you don’t rely on your intuition alone. You collect data, you analyze it and make decisions with clear justifications.