Position Title: Executive – Administration
Level: P5/ P6 (Executive/Senior Officer/Officer/ Trainee Equivalent Grade)
Reporting to: Regional Manager – Administration
Geographical Location: Varies depending on the region
Job Overview
Proactively manage general administration activities and maintain records of day-to-day operations and undertake responsibilities for sourcing, procurement, maintenance, and invoice processing of office supplies, facilities, and amenities.
Duties & Responsibilities
Job Description Administrative Operations & Cost Control
- Manage daily administration, optimizing expenses for maintenance, utilities, communication, hospitality, and office supplies.
- Oversee office infrastructure maintenance, fixtures, and equipment, representing administration during audits.
- Supervise communication systems, including video conferencing, landlines, mobiles, and digital infrastructure.
Procurement & Financial Management
- Implement and ensure compliance with contracts negotiated with service providers.
- Procure and manage stationery, food, corporate gifts, and other business supplies.
- Maintain expense records, process invoices, and manage claims and recoveries.
- Process material management payments through SAP, ensuring compliance with VFAR and purchase policies.
- Manage petty cash, prepare vouchers, and handle payments for cellular services, entertainment, and vendors.
Facility Management & Compliance
- Coordinate with employees, vendors, and contractors for office procurement, repairs, and maintenance.
- Maintain financial reports, audits, and office operations documentation.
- Ensure ISO 14001 compliance for environmental sustainability, managing power, cooling systems, and amenities.
- Adhere to VFS Administration SOPs, Global Information Security Policies, and Code of Conduct.
- Ensure license and certification compliance, renewing vendor contracts on time.
- Manage maintenance contract renewals and vendor relationships.
- Oversee premises handover and takeover at lease expiry, ensuring clearance certificates.
- Address inquiries and provide troubleshooting support to ensure customer satisfaction.
Sustainability:
- Promote judicious use of natural resources
- Adhere to the organization’s environment, health, and safety policies, objectives, and guidelines. Anti-Bribery Management Systems (ABMS)
- Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual. a. Understanding of ethical standards and the importance of integrity in business practices.