Senior Admin Manager at Resource Intermediaries Limited

Job Summary

• Our client is seeking an experienced Admin / logistics manager to oversee her overall administrative duties and coordinate the logistics systems and procedures of the company to enhance business growth.
• The ideal candidate will have at least 5 years of experience in administrative duties, proficiency in MS Word, Excel, Corel Draw and be tech savvy.

Responsibilites
Resources & Staff Matters:

• Punctuality and Attendance: Maintain a staff attendance register, ensure punctuality, and submit the register to the Managing Director (MD) weekly. Staff must sign in and out daily, except for marketers on trips.
• Staff Documentation & Onboarding: Manage the staff employment process according to company rules, keep staff files updated, and issue new staff with an ID card, appointment letter, detailed job description, and other relevant information.
• Training & Development: Ensure new staff are trained and armed with key knowledge relevant to their assigned role.
• Welfare & Discipline: Table staff welfare issues before management for resolution and remedies. Discipline erring staff according to company rules and regulations.
• Meetings & Performance: Ensure the management holds a staff meeting at least twice monthly. Submit comprehensive staff performance evaluation appraisals (PEA) to the management once a quarter.
• Other HR Duties: Take care of the staff pension scheme. Oversee staff quarters management, including ensuring all service charges (electricity, water, security) are paid and staff needs are tabled before management.
• Dress Code: Look into staff mode of dressing and politely approach any staff not properly dressed for an improvement.
• Phone Lines: Prepare a schedule of staff's monthly phone recharge for MD approval and ensure all staff Android and CUG lines are recharged on the 1st of each month.

Public Relations (PRO-Duties) & Communication:

• Customer Communication: Inform South West customers about product development by sending them messages at least once monthly, liaising with sales representatives for necessary information inputs.
• Inter-Branch Liaison: Liaise daily with key staff in other branches/offices on ways to move their branches forward or provide assistance from the Ibadan office.
• Agency Relations: From time to time, be assigned to relate with public/government agencies (e.g., NAFDAC, Customs, SON) and report back to management.

Logistics & Vehicle Management:

• Logistics Files & Vehicle Papers: Keep and update logistics files on a timely basis, and ensure all vehicle papers are renewed and updated when due, notifying management of upcoming renewals.
• Maintenance & Fueling: Ensure all vehicles are serviced and fueled as at when due and drivers keep their vehicles neat.
• Repairs & Supervision: Oversee logistics to avoid collusion between staff and artisans. Ensure drivers test vehicles immediately after repair before the artisan is paid. Follow up on reports to ensure prompt action on needed repairs. Overall overseeing of the logistics department, assisted by the secretary and head of logistics.
• Reporting: Collect logistics reports from all drivers immediately after their trip and submit them to the secretary.

General Administration & Security:

• Procurement: Handle procurement matters with "faithfulness and honesty." All balances from purchases must be returned to the account department. Check previous prices with the account department before making any purchase and submit the original receipt to accounts, keeping a photocopy for reference.
• Communication Equipment: Ensure all CUG phones in the South West and the office MTN/GLO lines are maintained and functioning 24 hours daily without expiring or being switched off.
• Office Oversight: Ensure all office equipment and materials are in good condition, oversee their maintenance, and ensure the office premises are in good condition.
• Visitors: Oversee the reception of all visitors/customers daily, treating them with respect/decorum, alongside the secretary. No visitor should be allowed on the premises without the MD's permission, though interview visitors may be allowed once confirmed.
• Security: Oversee security activities, call guards during the night and day (especially on weekends), ensure guards are on duty at the right time and are the right person, and properly supervise security-related registers/books (attendance, movement, handover). Attend to complaints and bring them to management for action.
• Legal & Other Matters: Handle all legal, local government, council, and community matters as directed by the MD.
• Consultants: Communicate job vacancies to hiring consultants as directed by the MD, ensure they send in their invoices by the 28th of the month, and submit received invoices to the MD.

Reporting:

• Daily Report: Submit a report to the MD daily regarding all activities carried out, suggestions, complaints, etc.
• The Administrative Officer is also responsible for organizing marketing trips with the secretary for all sales representatives regarding financial requirements.
• All Key Results Areas (KRA) and any other assigned responsibilities must be taken very seriously.

Requirements

• Qualification: Master’s or Bachelor's Degree in Economics, Business Administration, Human Resources, or a related field.
• Experience: 5-7 years
• Gender: Male
• Religion: Christianity
• Must be between ages 35-48 years old
• Male and married
• Must be rugged and able to work without supervision
• Relevant professional certifications will be an added advantage
• Should reside along Ojoo/Moniya axis or be willing to relocate
• Strong management and supervisory skills
• Good problem-solving skills
• Excellent communication and interpersonal skills.