Mission / Core Purpose of the Job
- The Administrative Manager is in charge of coordinating the company’s administration system and general workflows.
Context:
- (Global influences, environmental / industry demands, organizational mission, etc.)
- DSC’s business plan
- Company Mission, Policies, Procedures and Processes
Core, Essential Responsibilities / Outputs of the position (KPA’s)
Administration & Bookkeeping:
- Ensure the office is stocked with necessary supplies and all equipment is properly maintained.
- Work with the finance team to set budgets, monitor spending, and other expenses.
- Plan, schedule, and promote office events, including meetings, conferences, interviews, orientations, travelling and training sessions.
- Manage accounts and perform bookkeeping.
- Supervise auxiliary staff and companies to ensure all premises comply with the standards at DSC.
- Perform regular inventory counts to ensure the company always has stock of its most needed items.
Documentation & Filing:
- Create a filing structure in the Administrative department to ensure all and immigration documents are up to date.
- Create and maintain filing systems, both electronic and physical.
- Organizing an archiving system.
- Labeling, sorting and categorizing documents for ease of use.
- Retrieving documents upon request.
- Drafting inventory reports that document inventory counts, discrepancies, and other statistical data.
Procurement & Expense Management:
- Ensure all company procurement is initiated and recorded promptly in a procurement register.
- Develop procurement strategies that are inventive, in line with procurement policy and cost-effective.
- Coordinate with other workers to resolve discrepancies between approved expense and actual expense.
- Negotiate with suppliers and vendors to secure advantageous terms.
- Review existing contracts with suppliers and vendors to ensure on-going feasibility.
- Build and maintain long-term relationships with vendors and suppliers.
- Approve purchase orders and organizing and confirming delivery of goods and services.
- Perform risk assessments on potential contracts and agreements.
- Control the procurement budget and promote a culture of long-term saving on procurement costs.
- Oversee and manage the systems that track shipments, inventory, and the supply of goods.
- Undertake such other reasonable tasks as may be assigned by your department heads and management
- Collaboration
Responsibility towards:
- Direct report: Head, Operations
- DSC Management
- Employees at DSC
Education / Experience
- B.Sc in Business Administration or related field.
- Requisite Certifications
- Work Experience: 3 Years
- Supervisory Experience: 2 – 3 Years
Training:
- Digital Skills
- Effective communication
- Administrative Systems & Bookkeeping
Competencies:
Knowledge:
- Google Suite tools
- Inventory & Bookkeeping
- Business Administration
- Familiar with best practices in filing & documentation
Skills / Physical Competencies:
- Ability to undertake a variety of tasks within the same time frame
- Advanced computer literacy
- Ability to manage and oversee vendors
- Strong communication and independent execution capacity
- A technical, logical thought process
- An ability to stick to strict deadlines
- An ability to prioritize and delegate
- A keen eye for technical detail
Behavioral Qualities:
- Thorough and detailed
- High Integrity and analytical
- High sense of personal responsibility, ownership and professionalism
- Sound discretion and judgment
- Can take instructions and expand on it.
