Head of Administration & Procurement (Senior Manager to Vice President)

1. Office Administration and Support

• Oversee daily office operations to ensure a professional and efficient work environment.

• Supervise the coordination with internal departments to provide administrative support for meetings, events, and other activities.

• Manage office maintenance, including utilities, cleanliness, and facilities upkeep.

• Ensure timely payment of utility bills, lease agreements, and service contracts.

2. Vendor Management and Relations

• Identify, evaluate, and maintain strong relationships with vendors and service providers.

• Negotiate contracts and service agreements to secure cost-effective and quality services.

• Monitor vendor performance and resolve any service-related issues.

• Regularly assess the market for competitive pricing and service quality.

3. Procurement and Purchasing

• Manage the end-to-end procurement process, including requisition, vendor selection, and purchasing.

• Ensure compliance with company procurement policies and budgetary constraints.

• Maintain accurate records of purchases and payment approvals.

• Work closely with finance and other departments to ensure timely procurement of goods and services.

4. Ensuring Office Security

• Supervise and monitor office security measures, including surveillance systems and access control.

• Liaise with security service providers to ensure the safety of employees, assets, and premises.

• Conduct periodic audits of security protocols and implement improvements as needed.

5. Inventory Management

• Manage office supplies inventory to ensure optimal stock levels at all times.

• Conduct regular inventory audits to track and control usage.

• Implement effective inventory tracking systems and maintain accurate records.

6. Support Staff Management

• Supervise support staff, including housekeeping, drivers, and security personnel.

• Provide clear job instructions, monitor performance, and ensure a high standard of service.

• Organize training and development programs for support staff as needed.

• Address any grievances or issues promptly and professionally.

7. Outdoor Travel Management

• Plan and coordinate travel arrangements for employees, including transportation, accommodation, and itineraries.

• Manage relationships with travel agencies and transportation providers to ensure cost-effective and quality service.

• Handle travel-related documentation, including approvals, reimbursements, and compliance with company policies.