Senior Administrative Officer at Eta-Zuma Group W/A Limited

Job Summary

• The Department Senior Officer to Administrative Department will act as 2IC of HOD and take charge in the absence of HOD.
• Shall support the HOD in managing the Transport, Facility and General services Units. The core functions of Administrative department involve managing company facilities, equipment, and assets, including maintenance and inventory tracking. These functions ensure the organization operates efficiently and remains compliant and organized.
• Shall support the HOD to ensure the financial integrity, efficiency, and strategic growth of the organization.
• Shall provide administrative support to the department in Document management and processes, and training on departmental processes.
• The Department Senior Officer must maintain the highest level of integrity, demonstrate the I-REAP core values and be a contributor to the desired cultures, leading by example in all areas, and ensuring that line and staff are coordinated and kept abreast of corporate strategy and direction at all time.

Principal Duties and Responsibilities
Operational and administrative support:

• Effective administrative services
• Custodian of internal systems, SOPs, process documents
• Manage document processing, registration, tracking and archival.
• Manage departmental assets, work tools, facilities, etc.

Departmental Strategic Execution and Coordination:

• Ensure efficient support of execution of key initiatives of the HOD.
• Coordinate departmental collaboration on all admin matters within EZM and with corresponding departments in Client Companies.
• Ensure that business processes within the department are up to date.

Performance and Staff Management:

• Supervise the tasks assigned to the different HOUs and departmental team for effective closure.
• Facilitate relevant training on departmental processes, compliance requirements, and documentation and best practices for operation.
• Support the HOD in appraising staff of the department, provide mentorship/guidance to new staff and drive continuous improvement in staff performance.
• Shall be responsible staff training and retraining.

Reporting and Compliance:

• Collate, compile and provide operational report to the HOD for review and submission to the EC.
• Maintain all compliance lists and requirements, ensuring effective monitoring and timely escalation to achieve 100% compliance.

Business Continuity and Succession Planning:

• Act as 2IC to HOD and take charge in the absence of the HOD.
• Support in managing any unit or departmental function of any exited staff, by ensuring that each position has a replacement at any given time from internal resource pending replacement.
• Ensure that proper handover is done and all company tools are retrieved.
• Ensure that staff functions are rotational so that anyone at any given time can cover all roles.
• Collaborate with HOD to organise departmental level on boarding of new hires, including provision of all tools, systems and work requirements.

Governance & Baseline Competencies:

• Reporting: The department senior officer shall report directly to the HOD of the department, collaborate with ECSEC Admin having oversight, and have dotted reporting lines to the EC.
• Admin Structure: The department senior officer shall be considered as Intermediate Senior Management.
• Baseline Competencies: Shall have understanding of document management principles, understanding of project management, ability to prepare and present management reports and understanding of departmental operations.

Qualifications

• A Bachelor's Degree in Business Administration, Public Administration, Office Administration, or a related field is typically required.
• Possession of professional certifications such as PMP (Project Management Professional), CIPM (Certified Information Professional Manager), CILT (Chartered Institute of Logistics and Transport), or HRM-related certifications is highly desirable for roles involving coordination, documentation, or project oversight.
• Strong analytical, problem-solving, and decision-making skills are essential.
• Excellent leadership, communication, and interpersonal skills to effectively collaborate with stakeholders at all levels of the organization, from front-line staff to the board of directors.
• High level of integrity and professional ethics.