Head of Administration

Responsibilities:

Administrative Leadership:

• Develop and implement the organization’s administrative strategy in alignment with corporate objectives.
  
• Lead and manage the Administration Department, ensuring efficient delivery of support services.
• Establish policies, procedures, and service standards for all administrative functions.
  
• Drive continuous improvement initiatives across administrative operations.
  
• Prepare departmental budgets and manage administrative costs effectively.
• Oversee business management

Facilities Management:

• Oversee the maintenance and management of all office buildings, company facilities, and workspaces.
  
• Ensure office infrastructure is functional, safe, and conducive to productivity.
  
• Supervise repairs, renovations, preventive maintenance, and office space optimization.
  
• Ensure compliance with health, safety, and environmental standards.

Procurement & Vendor Management:

• Oversee the procurement of office supplies, equipment, and administrative services.
  
• Develop and manage relationships with vendors and service providers.
  
• Negotiate contracts to achieve value for money while maintaining service quality.
  
• Monitor vendor performance and ensure compliance with contractual obligations.

Asset Management:

• Develop and maintain an accurate asset register.
  
• Ensure proper allocation, tracking, maintenance, and disposal of company assets.
  
• Conduct periodic asset verification and audits.
  
• Implement effective asset control measures to prevent loss or misuse.

Fleet & Logistics Management:

• Oversee the administration and maintenance of company vehicles.
  
• Monitor vehicle utilization, servicing schedules, fuel consumption, and documentation.
  
• Coordinate transportation logistics for staff and business operations.
  
• Ensure compliance with vehicle insurance and regulatory requirements.

Office Operations:

• Ensure uninterrupted availability of office utilities and essential services.
  
• Supervise office support staff, reception, cleaners, dispatch riders, and administrative assistants.
  
• Oversee workspace allocation and office resource management.
  
• Ensure efficient mail handling, courier services, and document management.

Security & Safety:

• Oversee corporate security operations across all company locations.
  
• Ensure implementation of workplace safety policies and emergency procedures.
  
• Liaise with security agencies and service providers where necessary.
  
• Conduct periodic security and safety risk assessments.

Travel & Protocol:

• Coordinate official travel arrangements, accommodation, and logistics for employees and executives.
  
• Ensure efficient travel planning while optimizing costs.

Compliance & Governance:

• Ensure administrative compliance with company policies and applicable regulations.
  
• Develop and implement administrative controls and governance frameworks.
  
• Coordinate internal administrative audits and implement corrective actions.
  
• Maintain proper documentation of contracts, vendor records, and administrative reports.

Team Leadership:

• Recruit, coach, mentor, and develop administrative staff.
  
• Set departmental objectives and monitor performance.
  
• Conduct periodic performance evaluations.
  
• Foster a culture of accountability, professionalism, and service excellence.

Requirements:

• Minimum qualification of a BSC
• 5 years of previous experience in a similar role