Latest Jobs at Healthplus Limited

• Report to the CEO.
• Work as part of a Team, to ensure the highest level of corporate governance within the Group.
• Organise, prepare agendas for, take and disseminate Minutes of Board Meetings and Annual General Meetings (AGMs).
• Maintain statutory correspondence and requirements
• Deal with correspondence, collate information and write reports, ensure decisions made are communicated to the relevant company stakeholders.
• Proactively work to develop and enhance Board and Committee processes and controls in response to regulatory and industry changes, and as directed by the Boards and the Business.
• Provide input and advice to the Business and directors with regard to Board Governance matters
• Contribute to meetings and other relevant discussions as and when required; advising members of the legal, governance and related issues involved.
• Monitor changes in relevant legislation and the regulatory environment and advise appropriate action.
• Liaise with external regulators and advisers, such as external counsel and Auditors.
• Coordinate matters arising from due diligence exercises and work as part of a team to ensure conditions precedent are attained.
• Develop and oversee the systems that ensure the Company complies with all applicable codes, in addition to its legal and statutory requirements.
• Serve as an adviser on the Company’s Staff Pension and Co-Operative Scheme.
• Review and provide legal opinions on contractual documentation with employees, suppliers, customers, etc

Key elements of the role

• Report to the CEO

• Develop and direct strategies for the Facilities and Admin department and ensure strategies are aligned with the overall goals of the organisation
• Develop processes, procedures and systems for the department in order to deliver the department’s strategy

Office Management

• Manage the provision of utilities and settlement  of related bills
• Ensure provision of a conducive physical working environment (space, furniture etc.) for the company’s employees to facilitate optimal performance
• Manage internal/external mail delivery, courier and freighting
• Oversee the purchase, storing and distribution of office supplies and equipment
• Ensure all office equipment, machines and tools are in good conditions at all times
• Manage the maintenance and repair of office equipment, electrical and mechanical systems such as air conditioners, lightings, generators, photocopying equipment etc
• Oversee the sourcing and purchase of office equipment from accredited vendors
• In conjunction with IT, ensure the purchase, delivery, servicing and repairs of all IT related office equipment
• Maintain a comprehensive database of all stationery/store items, office equipment, assets etc
• Monitor inventory reorder levels and plan/make provisions to avoid out of stock cases

Facilities Management

• Conduct regular assessment of facilities in all locations to determine items that are due for replacement or repair and initiate appropriate action
• Program and prioritise facilities maintenance activities to ensure achievement of specified objectives
• Ensure the management and maintenance of the company’s properties across all locations and maintain a concise inventory of all property asset
• Routinely monitor the facilities to ensure that it remains functional, safe & secure, well-maintained and ensure all faults including electrical, carpentry, civil works and plumbing system in the office are swiftly & safely resolved
• Ensure offices and the premises including the garden, lawn and lobby are clean/orderly
• Consistent and prompt evacuation of waste across all locations
• Manage janitorial service providers to ensure quality service delivery across all locations
• Search and negotiate (in conjunction with the Retail Expansion dept.) rental properties for residential, office and retail locations. Maintain records of rentals, tenement rates and ground rent payments for Company owned/leased property assets. Handle property related issues and manage relationship with all Landlords/Estate Managers and renew tenancies as at when due
• Liaise with the Legal department to manage relevant government bodies to ensure prompt processing of property related issues (C of O, Land Use Charge, etc.)
• Ensure that facilities meet environmental, health and security standards and comply with government regulations
• Work in conjunction with Retail Expansion team during design and implementation of new facilities and ensure maintainability of building infrastructure and systems.
• Ensure formal handover of new facilities from Retail Expansion team to Facilities & Admin team with appropriate documentation such as operation and maintenance documentation, manuals, drawings and wiring/cabling schedules, floor plans, furniture layout, etc
• Ensure company assets are duly covered under approved insurance policies. Guide management in the sourcing of underwriting, insurance brokers/agents to ensure company assets are covered by approved insurance companies
• Manage personnel office/residential relocations

Fleet Management

• Manage the sourcing, purchase, leasing, allocation and maintenance of all vehicles (including Dispatch motorcycles) in the Company
• Ensure all required registration documents are intact and available to all company vehicles
• Strictly adhere to vehicles documents revalidation/renewal schedules
• Manage, participate in training and motivating drivers to ensure they are fit, punctual and available for work at all times
• Manage relationships with all accredited garages/workshops for the servicing and repairs of Company’s vehicles. Ensure bills are vetted and cleared in line with SLA
• Maintain and constantly update a comprehensive database of types/location/users/purpose and condition of all Company vehicles
• Supervise the availability and allocation of vehicles and drivers to staff who need to carry out official assignment
• Oversee scheduled and routine maintenance and repairs of vehicles and manage associated costs
• Advise Management on replacement and disposal of damaged and old vehicles
• Prompt settlements of all local and state governments’ levies, fees, permits including payments for Adverts, Signages, etc

Insurance Management

• Identify and work towards eliminating all risks that people are disposed to at work
• Advise Managements on ways to insure all identified risks
• Ensure company’s assets e.g Vehicles, Premises, equipments are duly covered under various insurance policies
• Advise management in the sourcing of underwriters, insurance brokers/agents to ensure company’s assets are covered by approved insurance companies.
• Facilitate the processing of all insurance policies including Motor vehicle insurance, Fire & Burglary insurance etc
• Ensure all insurance policies are valid at all times and payments to insurance companies are timely settled
• Facilitate the smooth processing of all claims by working closely with underwriters, loss adjusters and other third party agents for swift settlements of claims

Vendor Administration

• Determine service level agreements (SLA) with user functions/departments specifying the services to be delivered, requirements and parameters for service.  Manage Service Level Agreement (SLA) with maintenance, janitorial/cleaning, laundry, security and other service providers
• Review vendor proposals as well as source for vendors/service providers for all administrative supplies and services
• Ensure vendor compliance with site HSE requirements at all times
• Evaluate and advice the business concerning service requirements and when to outsource services required by divisions or business units to external providers where internal skills do not suffice
• Present inputs to CAPEX and OPEX budget during budget cycle and strictly manage approved budgets
• Manage the implementation of policy documents relating to administration and facilities management
• Oversee the provision of key human resources services such as recruitment, training and performance management within the department

Inventory Management

• Plan, administer and control budgets for contracts, equipment and supplies
• Oversee the purchase, storing and distribution of office supplies and equipment
• Maintain a comprehensive database of all store items, office equipment, assets etc
• Plan to avoid going out of stock by ensuring stocks are replenished at reorder level

Other Duties

• Manage the delivery of other general administrative duties including organizing travels and logistics

• Report to the Chief Operating Officer
• Develop and direct strategies for the supply chain division and ensure these strategies are aligned with the overall goals of the organisation
• Drive business efficiencies through standardisation of systems across the group
• Develop and implement an inventory optimisation plan, a warehouse optimisation plan and logistics plan for the group
• Prepare annual budgets, quarterly forecasts and monthly reports for supply chain services for the group
• Implement and driving a culture of continuous improvement within supply chain management
• Establish and maintain networks that foster and promote excellent relationships

General

• Leading, directing, managing and developing a team of accountants to ensure qualitative, meticulous and consistent recording of transactions
• Develop and document business processes and accounting policies to maintain and strengthen internal controls

Accounting:

• Responsible for maintaining accurate books of the parent company and its’ subsidiaries, including loyalty reward programmes at the branches.
• Manage all accounting operations including cost accounting, inventory accounting and revenue recognition
• Accounts payable management
• Review bank reconciliations, loan schedules, management fees, etc.
• Support month-end and year-end close process

Budgeting

• Prepare the annual corporate budget(s).
• Implementation of budgeting & budgetary controls at all levels and across all operations of the Organization
• Coordinate and direct the preparation of the budget and financial forecasts and report variances
• Prepare monthly forecast update, primarily by working closely with department heads in forecasting their department’s overheads.

Compliance

• Coordinate the preparation of regulatory reporting
• Prepare or review all relevant tax and other government forms
• Manage and comply with local, state, and federal government reporting requirements and tax filings
• Regularly research and update technical accounting issues for compliance

Financial Reporting

• Finance reporting and auditing
• Prepare monthly reports, including comparative reports of operations results, financial position and variance explanations
• Auditing and reconciliation of Inventory and Fixed Assets
• Assist with preparation of semi-annual company reports
• Preparation of annual audited financial statements
• Prepare or review annual audit Management Letters and the six months review for External Auditors
• Ensure quality control over financial transactions and financial reporting

Treasury/Cash Management

• Cash flow management
• Review inter-company billings to parent company, including the follow-up of payment

Project Management

• Flawless finance management system in relation to projects and its execution process

Special projects as assigned