Job Offers at Oando

Job Summary

• The Admin & Services Officer is an integral part of the Services team, supporting the efficient and effective delivery of administrative tasks as well as services for the company including but not limited to logistics, pool car management as well as facility and guest house management.

Specific Duties

• Responsible for general administrative tasks to support the smooth running of the office including prompt supply of stationery and other office utilities, management of meeting rooms, to name a few.
• Supervise office Cleaners, Drivers and Admin Assistants
• Maintain records of Company Assets and other office equipment.
• Raise Local and International travel requisitions for employees and Partners.
• Arrange local hotel bookings for employees and Partners.
• Manage logistics for local employee journeys, including booking, checking fit for purpose amongst other things of passenger vehicles and security escorts.
• Arrange Protocol Services for international and local flights for employees and Partners as required.
• Act as Journey Manager for Oando Journey Management Process.
• Manage driver’s daily workload, ensuring they are appropriately assigned to vehicles and internal clients; quarterly evaluation of drivers based on client feedback.
• Responsible for maintenance of pool cars in Lagos, Port Harcourt and Kwale.
• Liaise with vendors / suppliers for best-in-class service offerings.
• Prepare BPAs/PPOs as required
• Ensure timely processing and settlement of bills in relation to services rendered to the Company.
• Manage Petty Cash.
• Prepare expense sheet for retirement of funds.
• Receive documents, file appropriately (soft and hard copy) and send links to concerned staff as required.
• Ensure procedures / processes are followed and updated as and when necessary.
• Support improvement of service quality by updating procedures and processes; evaluating customer feedback and taking lessons learned for better service output.

Key Performance Indicators:

• Response time to internal Client requests.
• Internal customer satisfaction levels.
• Effective stakeholder management.
• Quality, timeliness and effectiveness of office supplies ordering and deliveries.
• Levels of variance & value of unaccounted for/missing items from the Office supplies stock, and of the companies fixed assets.
• Effectiveness of cost management recommendations and efforts.
• Ease of retrieval and utilization of general administration and fixed assets documents and reports.

Qualifications & Experience

• Bachelor's Degree in any subject.
• Minimum of 4 years’ work experience ideally in Office Admin, Services or Customer Services.
• Good MS Office skills particularly in Excel, Word and PowerPoint.
• Experience successfully managing a diverse range of stakeholders would be an advantage.
• Experience of travel management especially for Senior Management Executives would be beneficial.
• Excellent command of spoken and written English.
• Good written and verbal communication skills.
• Attention to detail / quality management.
• Self-starter and a proactive thinker.
• Strong organizational skills with the ability to prioritize tasks independently.
• Good interpersonal skills.
• Self-motivated.
• High levels of integrity.
• Ability to work independently.
• Ability to effectively multi-task in a deadline driven atmosphere.
• Ability to work in a fast-paced, collaborative team environment.

Knowledge and Skills Required:

• Numeracy & Data Analytics
• Basic Accounting
• Negotiation
• Cost Control
• Creativity & Innovation
• Quality Management Orientation
• Organization
• Interpersonal Relations
• Team Player / Collaborative
• Oral & Written Communication
• Reporting

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Purpose

Effect quality and timely service delivery that meets or surpass internal client’s expectations within the company’s approved policies and procedures while saving cost for the Company.

Scope of Responsibility & Accountability

• Administration: Support the Head, Supply Chain & Services to implement and ensure the OER Procurement policy and process is adhered to at all times- Review of NTB Memo, TB Memo, BPA Memo, Present Contract Award Recommendation to Tender Board Members for their Approval or Rejection, etc
• Administration: Supervise and direct the activities of the Procurement Analyst.
• Buyer: Negotiate effectively with vendors to achieve a win-win that fosters a healthy relationship with our key suppliers
• Contracts Administration: Review of contract documents, Negotiate Contract Terms and Pricing, finalizing contracts etc
• Cost Savings: Audit and Review JV Partners spend on MMD Activities, Attend NAOC JV Negotiation Meetings
• Bids and Tender Administration: Issue RFQs/ITTS for Tenders.

Major Responsibility Area

• Data Handling: Maintain accurate records of purchases, pricing and other important data.
• Product Purchases: Purchasing goods and services in line with the the Procurement Policy
• Communication with the Suppliers: Via the issuance of RFQs, RFPs, ITTs etc.
• Negotiate the best deal for pricing and supply contracts.
• Estimating and establishing cost parameters and budgets for purchases
• Create and maintain good relationships with vendors/suppliers
• Making professional decisions in a fast-paced environment
• Review and analyze all vendors/suppliers, supply, and price options
• Develop plans for purchasing equipment, services and supplies
• Ensure that the products and supplies are of high quality
• Working with team members and Head, Supply Chain and Services to complete duties as needed

Other Responsibility Area

• Annual Budgeting and budget Monitoring of JV Partners Spend
• Budget compliance
• Reconciliations
• Liaising with Finance for vendor payments

Education, Work Experience, Core Skills Requirement

• CIPS Membership (or any other equivalent Supply Chain Professional Body)
• A good 1st degree with a minimum of Second Class Lower from a reputable University preferably in Business Administration or any other related field with Business/Social Science background
• Minimum of 6 years work experience in supply chain in a structured business environment
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Sound Knowledge of Oracle ERP System
• Excellent interpersonal, communication, and negotiation skills
• Consistent ability to meet and adhere to deadlines
• Result-oriented, creative, lots of initiative & drive, sound ethical values.
• Solid knowledge and understanding of procurement processes, policy, and systems
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Excellent verbal and written communication skills
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with management and staff at all levels
• Goal-oriented, organized team player

Competency Requirement

• Numeracy
• Self-Initiative /Decision Making
• Service Orientation & Social Perceptiveness
• Organizing and Time Management
• Strategic Thinking
• Judgment & Decision Making
• Negotiation Skills
• Written/Oral Communication Skills
• People Management Skills
• Timeliness
• Adequate Knowledge of Microsoft Excel
• Team Player
• Sound work Ethics
• Vendor Relationship Management
• Customer Service
• Integrity
• Honesty
• Professionalism
• Good Communication Skills