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.
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