Office Manager

MAIN ACTIVITIES/RESPONSIBILITIES

FACILITIES MANAGEMENT
 Ensure proper tracking and maintenance of Corporate Office assets (A.C, Computers, Printers, Photo copier, Telephone etc)
 Liaise with landlord(s), facilities vendors, repairmen and service providers to ensure timely and effective repairs, maintenance or upgrade activities


LOGISTICS AND PLANNING
 Organize meetings and appointments: manage meeting facilities (scheduling/notices, attendance, location) and equipment (arrangements, rental/return) for all meetings holding in the corporate HQ
 Arranging Travel (Local and International): Handle all logistics for HQ personnel travel, as well as logistics for visits to HQ by personnel from the subsidiaries, business partners and invited guests
 Purchasing: manage the purchase process for assets, including sourcing, dealing with vendors, negotiations and product confirmation
 Order and purchase office equipment, stationary and supplies, based on appropriate approvals
 Develop, implement and manage secure filing systems (hardcopy and electronic) for the Corporate HQ. Manage redundancy and disaster recovery planning processes
 Logbook: Manage Logbook for Corporate HQ pool drivers and cars


ADMIN COORDINATION
 Ensure required facilities are put in place for the company’s new – hires (Printing of complimentary cards, purchase of phones, creation of Group email account etc
 Serve as a single point of contact (SPOC) for interfacing and communicating with the Support Team
 Ensure coverage of the Front desk and corporate phone lines from 7:30 am through 5:00 pm on weekdays (excluding holidays)
 Supervise and coordinate admin and support staff
 Filing: Develop, implement and manage secure filing systems (hardcopy and electronic) for the Corporate HQ
 On-boarding: Ensure required facilities are put in place for the company’s new – hires (Printing of complimentary cards, purchase of phones, creation of Company email account e.t.c.
 Reception: Ensure coverage of the Front desk and corporate phone lines during business hours
 Compile and/or distribute periodic management and status reports as appropriate
 Send out Staff attendance notification to all staff
 Send out meeting notifications to all staff as the need arises

CENTRAL PURCHASING
 Imprest: Track and manage imprest for the HQ
 Vouchers: Collate and compile vouchers for all office expense incurred
 Forecasting: Develop monthly forecast for HQ (non-department-specific) expenses and manage the Corporate HQ budget
 Disbursement: Disburse funds for paying of bills, purchase of items and other office related expense (below threshold)
 Purchasing: manage the purchase process for assets, including sourcing, dealing with vendors, negotiations and product confirmation
o Order and purchase office equipment, stationary and supplies, based on appropriate approvals
o Crediting of staff phone lines on a monthly basis


VENDOR MANAGEMENT (UTILITIES)
 Issue Resolution: Resolve all complaints, service issues and discrepancies with vendors
 Payments: Raising Memo’s for payments of utility bills and other bills from service providers.

JOB SPECIFICATIONS EDUCATION QUALIFICATIONS
 Bachelor’s Degree in Public or Business Administration or other related discipline

EXPERIENCE:
 At least three-five years experience in an Administrative capacity

KEY COMPETENCIES REQUIREMENTS:
KNOWLEDGE AND SKILLS
 Work requires professional written and verbal communication and interpersonal skills.
 Ability to participate in and contribute during group meetings.
 Ability to multitask efficiently

TECHNICAL COMPETENCIES:
 Proficiency in Microsoft Office Suite– Word, Excel, Powerpoint, Outlook
 Exposure to Asset management / Admin package
 Competent in Logistics management and planning
 Competent in resource allocation and management
 Ability to manage artisans and vendors effectively

BEHAVIORAL COMPETENCIES:
 Strong interpersonal skills
 Effective team member
 Result-oriented
 Strong attention to detail
 Good analytical skills
 Deadline driven
 Professional demeanor
 Confidentiality

Qualified candidates who should prefereably be from the northern part of Nigeria should send their CVs to tope.olaleye@veglobal.org.

Applications Close:	22 Jul, 2009