Administrative Manager Job at Fadac Resources and Services

Fadac Resources and Services - Our client, one of the world's largest outsourcing and technology service specialists for governments and diplomatic missions worldwide is recruiting to fill the position below:

Job Position: Administrative Manager
Job Location: Lagos
Employment Type: Full-time

Job Responsibility

• To ensure proper documentation and accounting of complete Administration Department.
• Act as a single point of contact with Head Office Finance for all Admin-related accounting and coordination.
• Responsible for dealing with L&L Agreements and liaison with Legal department, disbursement of payments to vendors and landlords
• To maintain MIS and timely dispatch of payments to landlords & vendors and liaise with the centralized data processing unit.
• Maintain database of all administration agreements and documents such as Leave and License Agreements / Car Insurance / Office Insurance etc.
• Compile Monthly MIS (Budgeted v/s Actuals) in coordination with finance & administration team members
• L&L Agreement and Registration: Seek Legal advice on Leave & License agreements, check compliance and register the agreements. Act as the repository of L&L Agreements and issue termination and renewal of lease letters in consultation with Legal Department.
• Ensure timely update of register through disposal of written-off assets and addition of new assets.
• Respond to queries related to material management and troubleshooting on SAP & SharePoint.
• Ensure execution of L&L Agreements and timely renewal of property and business-related insurances
• Negotiate with vendors for better rates for major refurbishment projects & negotiation of rentals with landlords.
• Co-ordinate registration of rented premises and ensure vendor registration. Coordinate with regional administration to ensure timely payments to vendors as per agreed terms.
• Ensure Issue of Purchase Order and release cheques as per PO.
• Ensure monthly dispersal of rentals through cheques as per Purchase Order (PO) in compliance with VFAR
• Ensure registration and disposal of company cars
• Liaise with Head Office Finance to resolve all administration-related payment queries.
• Monitor internal and external audits & handle audit queries.
• Monitor compliance to the bidding process and raise CAPEX requisition as per process.
• Monitor Admin-related expenditure. Capitalize expenditure and FAR.
• Responsible for Insurance, maintenance and up-gradation of register, MOA register and get audited as per specification.
• Ensure proper training of Admin staff and outsourced vendor staff to effectively roll out material management.
• Ensure legal compliance while procuring officer stationary and materials.
• Ensure submission of administration reports for compliance with ISO 9001 processes.
• Liaise with mission(s) for provisioning facilities management at their end
• Coordinate with all necessary stakeholders for administration requirements.
• Maintaining Data Base for All India Leave and License Agreements / Car Insurance / Office Insurance
• Compiling Monthly MIS ( Budgeted v/s Actual ) in coordination with Finance.
• Timely processing of vendor payments
• Liaise with Regional Finance team to release payments and monthly provisioning of Administration budget
• Handle Audit queries in coordination with Zonal managers.

Job Requirements

• 3-5 years of relevant experience.
• Minimum of Bachelor's degree in business administration or other related fields
• Additional: Post Graduate or global equivalent degree
• Ability to multi-task
• Ability to Innovate and enhance procedures and methods to increase productivity & cost-effectiveness.
• In-depth knowledge and understanding of systems and processes related to documentation and safekeeping of records.
• Communication.
• Leadership
• Driving results.
• Team work and collaboration.