Job Opportunities at Givanas Group of Companies

Main Purpose of Job

To provide administrative, Protocol, and logistical support to the Givanas Group and tasked with delivering effective support to its staff.

Roles and Responsibilities

• Inductions for expatriates at post (new arrivals
• Plan, coordinate, and execute all aspects of protocol support for the Givanas Group.
• Act as liaison between the Nigerian Ministry of Foreign Affairs, Nigeria Immigration Service, Nigeria Customs Service, various Embassies/High Commissions
• Develop and maintain useful contacts at the Ministry of Foreign Affairs, Nigeria Customs Service and Nigeria Immigration Service for follow-up on all requests from Givanas Group.
• Provide administrative and research support for Management which includes, but not limited to, maintaining records and filing important reference documents
• Forecast, manage, and monitor the General Service office budget
• Facilitate clearance of Unaccompanied Airfreight shipments for staff.
• Process and obtain Diplomatic residence visas for all expatriate staff.
• Preparation, issuance, and submission of Diplomatic Notes to the Ministry of Foreign Affairs
• Arranging local third-party insurance cover for official and private vehicles.
• Registration of official and private motor vehicles.
• Day-to-day interaction with other staff and arranging locally engaged Staff traveling on official business.
• Processing of import and export permits for pets.

Essential Qualifications, Skills and Experience 

• A positive approach to undertaking routine work with a high degree of accuracy as well as a willingness to take on new tasks.
• A very strong command of written and spoken English is essential. resilience
• Good keyboard skills and familiarity with Microsoft Windows (notably MS Word and MS Excel)

Desirable qualifications, skills and experience:

• Candidates must have a degree in any related field.
• Must have worked in an international organization.
• Must have an excellent Interpersonal skill Required competencies
• Must have 5-6 years experience in the same position.
• Making effective decisions, leading and communicating, collaborating and partnering, demonstrating resilience

Other benefits and conditions of employment:

• Occasional late working may be required

Remuneration:

• Salary is very Attractive.

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Duties and Responsibilities

Lead and manage the General Services Function and provide effective and timely support to Government Liaison, Travel, Security, Facility Management, Fleet Management, and Transport, Visa, and ticketing processing through:

People management:

• Manage, coach/mentor, and supervise Employees in the General Services Function.
• Preparation of inputs for the work program of the Function, identifying priorities, and allocating resources for the timely delivery of outputs.

Expatriate relocation:

• Manages the relocation services provided to international Employees on appointment and separation, ensuring the provision of all logistical assistance required for their resettlement.
• Provision of all accommodation is required for expatriate staff.
• Coordinate visa and ticketing process.

Functional strategy formulation and regulatory compliance:

• Participates in the development of the Administrative Services work strategy, as well as manages the delivery of the strategic initiatives in Givanas Group Limited.
• Ensures the establishment of a framework and procedures for Givanas Group Limited.
• Coordinates and monitors all matters related to Health, Safety and Security activities.
• Develop and implement the regulatory documents related to the Function’s mandate, including the development of SOPs. 
• Focal point for the response and monitoring of internal compliance observations; i.e. review draft reports, highlight issues, draft replies on related recommendations and follow up on actions as applicable.

Fleet management:

• Coordinate all vehicle management and drivers.
• Ensure all vehicle particulars are updated.

Work scheduling and allocation:

• Oversees and coordinates the allocation of office space and office planning, forecast of future space requirements at Givanas Group including health, safety, and security arrangements.
• Responsible for supply and inventory and departmental property management.
• Contracts management of goods and services under the responsibility of the General Services Function.
• Prepares budget, and manages and monitors budget expenditure for the General Services Function.

Reporting:

• Compiles statistics relating to the operations of the General Services Function; prepares relevant reports regularly and periodically delivers presentations on such to management and Employees.
• Ensures compliance with the relevant procedures and produces clear and objective reports based on comprehensive data analysis.

Correspondence:

• Supervises the registry, travel, and transportation activities, including official travel, visa, and tax declaration services.
• Directs all transport operations and drivers’ assignments.
• Carries out other tasks assigned by the supervisor, which are relevant to the position (i.e., assistance to the Director, Administrative Services Unit in the day-to-day administrative operations of the unit).

Qualifications and Experience

• Master’s Degree in Business or Public Administration, Management, Commerce, Personnel Management, Economics or relevant field.
• A minimum of 7-8 years of relevant professional experience, of which 5 years working in an international organization.
• Experience in new business development and innovative projects.
• Experience in drafting SOPs and workspace management procedures.
• Professional experience in either managing partnerships or the engagement of external partners, supply chain management, property management, procurement, contract management or related area is highly desirable.
• Supervising several teams covering multiple disciplines is desirable.
• Experience in data analytics or related areas is desirable.
• A thorough understanding of General Services principles, processes and instruments as well as organizational and general management concepts is desirable. 
• Fluent in English is highly desirable.

Competencies:

• The ability to leverage advanced expertise and analyze complex scenarios, guide team members, and make informed decisions.
• Maintains composure and focus during high-pressure situations, effectively guiding the team, managing stress and ensuring critical tasks are completed on time.
• Actively fosters a cohesive team environment and open communication, ability to guide and empower team members effectively; cultivates a positive work climate; delegates tasks skilfully and nurtures team members' growth.
• Focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.
• Demonstrates ownership and accountability in tasks and outcomes; uphold reliability and commitment to fulfilling responsibilities, guiding the team member's sense of responsibility and fostering a culture of dependability.
• Analyzes information comprehensively to make well-informed decisions; assess both immediate and long-term ramifications
• Demonstrable ability to work in an international multi-cultural environment, with sensitivity and respect for diversity.

Remuneration:

• Salary is very Attractive.