Latest Vacancies at Jotna Group

Location: Coker, Lagos

Reports To: Administrative Manager

Job Summary

• The Facility and Fleet Officer will be accountable for delivering and achieving effective administrative agenda as a strategic input to the Group's business operation. The Facility and Fleet Officer will be responsible for facilities, fleet and administrative matters. He/she works actively, internally and externally with the out-source vendors to ensure that the organization’s facilities and fleet are well managed, issues resolved timely with zero escalations.
• Ultimately, the Facility and Fleet Officer is responsible for assuring that the organization has the administrative support necessary to conduct its business and fulfill its mission.

Major Responsibilities
Facility Maintenance:

• Ensure the management and upkeep of equipment and supplies to meet health and safety standards.
• Assist in inspecting buildings’ structures to determine the need for repairs or renovations.
• Get involved in recycling, renovations, event planning etc. of office activities.
• Assist the Administrative Manager in managing the staff accommodations and guest houses.
• Ensure all repairs, supplies etc. are done within schedule.
• Ensure zero escalation of issues.

Fleet Maintenance:

• Assist the Administrative Manager in scheduling maintenance and repairs on vehicles.
• Submission of Fuel Card schedule for approval on or before 25th of each month.
• Perform vehicle license registration and documentation as well as renewal of same.
• Schedule, route, maintain, and track transport vehicles.
• Ensure fleet availability to meet all requests by the company.
• Create reports of driver's effectiveness.
• Follow all vehicle regulations and laws.
• Assist the Administrative Manager to ensure timely vehicle allocation to applicable staff.
• Assist the Administrative Manager to ensure staff issues regarding official vehicles and drivers are addressed and resolved within SLA.

Compliance:

• Ensure compliance to all internal and local legislative requirements.
• Drive compliance within processes and ensure process controls are in place as appropriate.

Administration:

• Supervising day-to-day operations of the administrative department.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained.
• Working with accounting and management team to set budgets, monitor spending, and processing payroll and other expenses.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Manage schedules and deadlines.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Monitor costs and expenses to assist in budget preparation.
• Keep abreast with all organizational changes and business developments.

Relationship Management:

• Assist the Administrative Manager to ensure that customer requirements are delivered within the agreed SLAs and timelines.
• Maintain knowledge of operating environment and liaise with key stakeholders to keep abreast of business activities.
• Develop strong working relationship with the Facility/Fleet Management community, ensuring effective communication and early identification of requirements and service issues, including follow up on complaints.
• Measure customer satisfaction, develop action plan to mitigate any operational risks or to resolve escalated issues.

Requirement

• Interested candidates should possess a Bachelor's Degree in relevant fields.

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Location: Coker, Lagos
Reports To: Group Human Resources Manager

Job Summary

• The Team Lead, HR Operations will ensure consistency of HR transactions across the business by providing exceptional operational and transactional activities to line managers and employees.
• He/She will also manage staff database and ensure data accuracy in all HR platforms and database

Major Responsibilities

• Direct the provision of HR operations and administration related consultative assistance, guidance and support to HR business partners and employees across the group.
• Engaging with the team, colleagues and customers to deliver at pace.
• Ensure HR data are managed in a timely and effective manner in accordance with regulatory and internal requirement.
• Liaise Payroll administrator for employee compensation and Benefit updates.
• Manage the joiners and exit process.
• This role is accountable for the management of the HR policies and procedures for the subsidiaries.
• Working with functional teams, establishes processes governing the optimal use of HR Information Systems for the purpose of Report, Reconciliation and Audit.
• Reviews and manages standard principles and policy of the use of HRIS between Jotna and users in the various subsidiaries in Nigeria.
• Monitors and regularly reports data to senior leadership to demonstrate the effectiveness and contribution to the organisation through the use of HR Information Systems (Reports for HODs and other departments for reconciliation and audit purposes).
• Effectively plan, set priorities, and manage several complex projects simultaneously while working under pressure to meet deadlines that might spring up in the course of the year.

Strategic Leadership:

• Ensure that the HR Operations team, structures, processes and systems are aligned to deliver key objectives efficiently and effectively.
• Ensure that all HR Operations costs are aligned to and do not exceed the approved annual operating plan/budget.
• Ensure adherence to approved budget (Numbers and Employment Cost).

Operational Service and Excellence:

• Lead HR Operations services: on-boarding, off boarding, employee and HR life cycle changes, ensuring timely and accurate delivery of all services.
• Ensure all employee benefits are administered efficiently and in accordance with the relevant policies.
• Coordinate with functional partners (HR Projects) and third-party suppliers to deliver on local benefits.
• In partnership with the Payroll Manager, ensure that payroll is processed in an accurate and timely manner.
• Maintain document management/retention standards and practices, inclusive of personnel files as per Jotna Group policies and country legislation.
• Create a continuous improvement service culture, proactively identifying processes for improvement and driving change with a view to responding to business requirements and supporting business growth. Work closely with functional teams to implement effective solutions.
• Monitor operational performance metrics, identify and act on any trends or problems to maintain and improve performance levels for assigned process.

Compliance and Controllership:

• Ensure compliance to all internal and local legislative requirements.
• Drive compliance within processes and ensure process controls are in place as appropriate.

People Management and Development:

• Champion training and induction for new HR Ops team members and role changes, identify training needs, develop training plans and coordinate training and induction activities.
• Ensure that all team members understand their roles and responsibilities and their performance managed accordingly.

Relationship Management:

• Ensure that customer requirements are delivered within the agreed SLAs and timelines.
• Manage the relationship between Jotna HR and 3rd party suppliers/vendors to ensure excellent service delivery to all customers.
• Maintain knowledge of operating environment and liaise with key stakeholders (HR Managers, and Business Leaders) to keep abreast of business activities/needs in an effort to identify opportunities to support business needs.
• Develop strong working relationship with the HR community, ensuring effective communication and early identification of requirements and service issues including follow up on complaints.
• Measure customer satisfaction, develop action plan to mitigate any operational risks or to resolve escalated issues.

Requirements

• Candidates should possess a Bachelor's Degree with relevant work experience.