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Assistant Admin Manager needed at Infrastructure Credit Guarantee

Job title : Assistant Admin Manager

Job Location : Lagos

Deadline : April 16, 2024

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Job Summary

  • To carry out Admin and Facility Management activities in support of the operational efficiency of the business.

Job Details

Responsibilities

  • The resource person will be tasked with the following responsibilities, which constitute Key Performance Indicators (KPIs) that are also linked to the departmental Service Level Agreement

General:

  • Deputize all responsibilities of the Admin Manager, with full awareness of all relevant standard operating procedures.
  • Ensure continuous process improvement in the areas of Admin & Facility Management, including completeness and effectiveness of standard operating procedures.

Front Desk:          

  • Supervise front desk activities, whereby Admin personnel:
  • Receive & manage all visitors to the premises.
  • Answer inquiries and provide information to all callers, customers, visitors, general public and other interested parties regarding InfraCredit’s activities, including directing calls appropriately.
  • Maintain required logs, visitors’ and correspondence registers to record all pertinent information of visitors/callers to the Company.
  • Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.).
  • Receive, manage and file all incoming and outgoing official correspondence and documents, including packages and deliveries.
  • Manage/provide support on office administrative requirements, such as meeting room bookings, conference call scheduling, event management support.
  • Oversee the cleanliness and maintenance of the office environment, including general maintenance of office furnishings and fittings.
  • Monitor office/administration supplies, recommend replacement when necessary and coordinate purchases and restocking.
  • Draft official letters, proof-read and edit official documents as may be requested by the CEO and other Management staff.
  • Other responsibilities as assigned by Admin Manager.

Administration:

  • Support Origination & Structuring, Strategy and other business units in scheduling of meetings, booking meeting rooms, refreshments and equipment where necessary.
  • Track inventory of marketing materials used by O&S staff from time to time.
  • Arrange travel, flight bookings, hotels, restaurants, taxis, etc., researching best available options based on timeliness, quality, pricing and internal approvals prior to confirming.
  • Organize & coordinate signing events for the Origination & Structuring and Strategy teams with the possibility of travel to assist with off-site events.
  • Provide support in handling Visa applications for staff and visitors.
  • Ensure effective facility management (e.g. parking, waste disposal, power, building security, water).
  • Proactively resolving facility management issues, coordinating necessary maintenance and supervising scheduled or routine care (i.e. preventive and corrective facility related maintenance).
  • Manage space (e.g. workspace allocation and re-organisation) in compliance with HSE regulations.
  • Strive to ensure that facilities meet government regulations and, health, safety and environmental standards, seeking input from the Admin Manager, Legal and the ESG team where necessary.
  • Ensure seamless coordination of logistics – e.g. for local and foreign travel, events, external meetings, special visits (e.g. Board members, stakeholders), etc., with accompanying Logistics Brief and Itinerary for relevant personnel, drivers and stakeholders.
  • Assist with the planning and coordination of company related events (e.g. trainings, annual retreat, year-end celebrations, etc.).
  • Provide oversight of support staff to ensure adherence to protocols: drivers, janitors, security guards.
  • Process Admin-related payments with correct accounting/budget details, subject to senior approvals.
  • Other ad-hoc admin duties as may be assigned by the Admin Team.

Qualification and Experience 

  • Minimum five (5) years of core Administration and Facility Management experience, including office and staff logistics.
  • Graduate degree qualification.
  • Strong organisational skills and the ability to manage time effectively in a fast-paced environment.
  • Good communication skills, with an ability to engage effectively with clients, internal peers, inside/outside counsel, etc.
  • Customer service orientation.
  • Self-starter, with high standard of excellence and proactive approach to problem solving.
  • Process-oriented professional with strong attention to detail.
  • Proficient use of MS Office Suite, including Word, Excel, Power Point, etc.

How to Apply for this Offer

Interested and Qualified candidates should Click here to Apply Now

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