Head of Administration & Procurement (Senior Manager to Vice President)
Job Description
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.
Additional Requirements
- Age 37 to 50 years
Education: Minimum Bachelor’s degree. Master's degree will be preferred.
Experience: Around 7 - 10 years of experience including at least 3 years in a leadership role.
Strong negotiation and contract management skills.
Knowledge of procurement governance and compliance.
Excellent communication and stakeholder management skills.
Ability to manage multiple priorities under tight deadlines.