Job Summary

We are looking for a suitable candidate to fill this position.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description/Requirements

Primary Objective of the Role:  

  • Oversee the day-to-day running and ambience of the school.  
  • To lead and manage the administrative team 
  • To assist with policy formulation or implementation, quality assurance and school improvement. 
  • To provide a full range of administrative support to the management and staff of the school
  • To provide Human Relations support and Audit

Key Areas of Responsibilities:  

  • General Office and Administrative Duties  
  • Policy formulation Duties  
  • TLP Environment Management Duties  
  • Human Relations and Audit 
  • Maintenance Management  
  • Budget and Deployment Duties  
  • School Records, Reports and IT Management  
  • Event Management  
  • Quality Control Duties 

Duties and Responsibilities: 

1. General Office and Administrative Duties:

  • Develop short- and long-term operation initiatives/strategies that are aligned to the corporate goals. 
  • Lead and direct the Administrative Team  
  • Oversee the day-to-day running and ambience of the school  
  • Relate to all TLP & TLP Centre Internal Customers and provide administrative support always. 
  • Attend to school registration and annual updates at local, state and national level. 
  • Ensure the smooth and adequate flow of information within the school to establish transparency and  effective control of departmental request  
  • Provide a full range of administrative support to the Management team and assist with policy  formulation or implementation, and school improvement  

2. Budget and Deployment of Resources Duties:

  • The administrative manager maintains a budget and is responsible for all purchases and expenditures of school and base budget funds.  
  • Making sure all resources (staff, income and facilities) are used in the best way to maximize what is available for teaching and learning.  
  • Devise ways to optimize inventory control procedures and ensure product stock is adequate at all times for all end users.  
  • Maintain a network of professional contacts and a robust vendor list in order to secure good rates for the school.  
  • Maintain electronic and hard-copy records of contracts for easy reference when required. 
  • Ensure all transactions are done in accordance with the Admin/ financial operating procedures of the school. 
  • Source best rates from contractors, suppliers and third parties with a view to Ensure the best value for money, Ensure budget limits are not exceeded or if they are, to ensure excess spending is  duly approved by the Director, prior to commitment and Ensure integrity of all payment and receipt functions. 

3. TLP Facilities Management Duties: 

  • Oversee the day-to-day running and ambience of the school.  
  • Develops an environment and climate that fosters student growth and academic excellence. 
  •  Ensure sanitation and neatness of the school and its environment  
  • Ensure proper functioning of all health and safety equipment such as First Aid Box, Fire Alarm, Fire extinguishers etc.  
  • Ensure all school appliances (AC, printer not limited to these) are in good condition 
  • Responsible for a non-threatening and safe environment for all students and staff in school and /or at school-related functions.  
  • Responsible for the overall maintenance of the school grounds and school buildings.
  • Ensure the facilities coordinator and support staff works in line with set standards. 
  • Ensure the security personnel work in line with set standards.  
  • Responsible for the efficient scheduling and management of external and internal customers  Human relations and audit 
  • Assist with staff performance reviews 
  • Deploy and use software to monitor staff performance 
  • Enhance and monitor staff deliverables

4. School Records, Reports and IT Management:

  • Documentation Refining and Information Storage - Standardize and archive all school documents and templates. 
  • Involved in the collation and entry of data relating to various areas of school activity. 
  • Provide and maintain up to date technology support and backup services.  
  • Ensure that IT support works in line with set standards. 

5. Maintenance Management:

  • Maintain electronic records of purchases, registrations, inspections and maintenances of all electronic equipment.  
  • Ensure vehicle registration, maintenance, insurance, documentation and toll tags are obtained for all school vehicles.  
  • Monitor fuel purchase for all vehicles and drivers 
  • Ensure school bus runs efficiently with prompt departures and good service delivery.
  • Ensure routine and ad hoc maintenance for all electronic equipment like laptops, projectors, computers, IWB  but not limited to these. 
  • Ensure all maintenance tasks are well conducted

6. Event Management:

  • Providing operational and administrative support to ensure events held at school go as planned. 
  •  Overseeing team members to ensure event venue has been set up and the school infrastructure required is put in place.

Key Performance Indicators: 

  • Work order response times and average repair time for all tasks.  
  • Ratio of planned maintenance and reactive maintenance.  
  • Well maintained and optimal use of school vehicles and other school equipment 
  • Effective management and growth of the Administrative team 
  • Ambience and security of school facilities.  
  • Accurate, timely, and fiscally sound budgets and requisitions.  
  • Effective Human Relations and Audit 
  • Up to date filing, registrations and records system.  
  • Efficient IT support deployment across the whole school.  
  • High quality of service delivery to end-users

Educational Qualifications:  

  • Bachelor’s Degree in Operational  Management, Business Administration,  Arts, Finance or other relevant fields of study.  
  • MBA or Masters Degree is an added advantage. 

Relevant Experience:  

  • A minimum of 3 - 5 years relevant work experience in operations management and general office procedures
  • Previous experience in a financial or investment institution is an added advantage. 

Professional Qualifications:  

  • Professional Certification in Management, Administration, NIM or any relevant certification. 

Key Competences:

Knowledge:

  • Detailed Company’s Product  Knowledge.  
  • Operational Management 
  • Familiarity with CRM systems or other related database knowledge.  
  • Understanding of operational management and strategies. 

Skills: 

  • Ability to multi-task, set priorities and manage time effectively.  
  • Proficient in Microsoft Office Package - Word, Excel.  
  • Relationship and Interpersonal skills. 
  • Problem-solving skills. 
  • Ability to deal with  emergencies in a timely and  effective manner. 
  • Excellent organizational skills
  • Communication skills at various levels 
  • Managerial Skills to manage a large workforce. 
  • Emotionally Intelligent 
  • Critical Evaluation 
  • Ability to Delegate Authority and Responsibilities 
  • Capable of taking independent  decisions 

Attitude:  

  • Friendly.  
  • Calm.  
  • Customer focus and adaptability to different personality types.  
  • Patient and Polite.  
  • Professionalism.  
  • Integrity  
  • Firm, self-confident demeanour and mature social skills.  
  • Good Initiative. 
  • Attention to Details.

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