Senior Admin Officer at St Saviour's School

Location: Ebute - Metta, Lagos
Department: HR/Admin
Reports To: Head, HR & Admin
Level: Mid Level
Number of subordinates: 12

Short Description

• Ensure that daily school operations is running and performed in a seamless and efficient manner and supervise the administrative team members to ensure performance.

Responsibilities
Core, Essential Responsibilities / outputs of the position

Role/ Task Complexity:

• Ensure smooth running of all administrative functions in the School
• Ensure that proper security measures are put in place for the safety of pupils and employees as well as the school’s assets
• Ensure that the school is clean and ready for work in line with the approved schedules
• Ensure strict servicing and maintenance schedules of school machinery, equipment and devices to minimize downtime and ensure operational efficiency
• Identify opportunities for administrative management improvements and recommend to the school management
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
• Facilitate and coordinate best practice tendering and contracting activities
• Plan and keep track of multiple projects and deadlines
• Identify the facilities and resources required by the school
• Establish and manage adequate maintenance strategies.
• Ensure energy and water efficiency of the school
• Provide the required support for the general administrative functions

Compliance and Record Keeping:

• Develop administrative policies and procedures, and ensure they are implemented appropriately
• Maintain a comprehensive and detailed list of facilities needed in various departments
• Maintain inventory of all school assets and supplies, that is, to determine if inventory quantities are sufficient for needs and order more materials when necessary.
• Manage replenishment and restocking of stationaries and school supplies
• Ensure accurate record keeping, sign-offs and filing
• Prepare comprehensive reports as required by the school’s management
• Record administrative expenditure and manage the annual Administrative budget
• Maintain all health and safety equipment and protocol pertaining to the school

Employee Relations:

• Supervise and oversee the activities of direct reports
• Ensure effective performance of direct reports
• Liaise with the Tender Committee

Utilities Management, repairs and asset management:

• Ensure that the facilities and assets in the school are well maintained, in good order and working properly
• Ensure the school’s equipment, devices and appliances are kept safe at all times
• Arrange for replacements and repairs as needed
• Maintain store supplies and ensure efficient and effective store operations
• Prepare requests by verifying documents from vendors and suppliers for management’s approval
• Ensure effective and efficient utilities management i.e Electricity, water, waste disposal, diesel supply, Phone credits etc.
• Oversee the store and ensure all items and consumables are kept safe
• Ensure the school grounds and landscape is well kept at all times

Suppliers and Vendors liaison:

• Identify and research potential new suppliers and vendors
• Verify, register and maintain a robust supplier’s and vendor’s list
• Develop and maintain a preferred supplier database and ensure on-line information is available to management
• Ensure repairs are carried out properly by official manufacturer's specifications
• Carry our maintenance checks on all school assets
• Develop and maintain a reporting system for contractor and supplier performance
• Develop and maintain a reporting system which measures the procurement process
• Ensure all school procurements are in line with the procurement policy Manage school supplies inventory and place orders as necessary
• Conduct market survey to negotiate the best price for goods and services without sacrificing quality or delivery times
• Nurture relationships with suppliers to negotiate the best prices for the School
• Perform buying duties when necessary.
• Coordinate purchasing, warehousing and inventory functions

Projects Management:

• Assist in the organising and hosting approved hospitality functions and events.
• Manage contracts and projects to ensure compliance with specifications and service delivery standards.
• Collate the global year plan, under direction of the Head Teacher
• Supervise all travel and hotel arrangements for staff and/or visitors
• Supervise school development projects
• Supervise the fumigation of the school from time to time
• Provide logistical support when required

Fleet Management:

• Ensure the school vehicles are well maintained and in good condition including cleaning, refurbishment, repairs and replacement of their parts and availability to carry out official duties
• Ensure vehicle and driver’s licences are renewed as at when due
• Maintaining detailed records of vehicle servicing and inspection dates
• Ensure strict servicing and maintenance schedules of school vehicles
• Ensure regulatory compliance of Nigerian road transport laws
• Monitoring driver behaviour and ensuring a high level of service
• Analyzing data to increase business operational efficiency.
• Developing strategies for greater fuel efficiency

Independent thought and Judgment/Creativities (improvement/innovation inherent):

• Design of an effective transaction tracking system
• Ability to take instruction and ideas and turn it into effective and productive operational plan

Tracking solution:

• Item and Consumable arrangement
• Cost effectiveness
• Prioritization

Vulnerabilities (control span):

• Risk of losing track of important routine activities and maintenance requirements.
• Depleting and poor-quality vendors list

Minimum Requirements

• Education: Degree
• Total Experience: 7 years Supervisory Experience: 3
• Job Experience: 5 Years

Competencies
Physical competencies:

• High Energy
• Physically strong

Technical qualities:

• General Administration, Organisation and Management
• Compliance & Record Keeping
• Procurement
• Negotiations
• Project Management
• People Management
• Time Management
• Knowledge of Inventory Operations
• Proficiency with computers, especially MS Office suites

Behavioural qualities:

• Communication skills
• High on execution and low on excuses
• Sound discretion and judgment
• High sense of responsibility
• Interpersonal Skill
• Problem solving skills
• High Integrity
• Assertive
• Adaptability
• Leadership
• Collaborative
• Forward thinking
• Creative and Innovative
• Sound ethics and integrity