Head of Office Administration

Objective of This RoleOversee the strategic and operational planning of the office management department to ensure effective coordination between departments, management of office resources and services, smooth workflow, and achievement of operational objectives within the allocated budget.

Responsibilities & Duties

1.

Strategic Oversight and Planning:Establish office policies and procedures for facilities and daily operations.Plan the utilization of office resources ensuring efficient and cost-effective provisioning.Prepare and monitor annual budgets for operational expenses, supplies, and activities.Develop data management systems ensuring confidentiality and operational efficiency.

2.

Management and Supervision:Supervise front office teams, ancillary services, and overall office management staff.Delegate tasks and ensure their timely execution.Monitor employee performance and provide guidance and ongoing training.Coordinate interdepartmental efforts to streamline daily operations.

3.

Organizational Communication and Coordination:Serve as liaison between senior management and office personnel.Represent the department in negotiations with vendors and external service providers.Collaborate with IT, HR, and procurement departments to ensure process integration.

4.

Procurement and Inventory ManagementFollow up on purchase requests with the procurement department and verify quantity and specifications upon receipt.Raise technical notes or requests for replacements in case of defects or discrepancies.Update inventory records in cooperation with stores and conduct periodic stocktaking.

5.

Financial Auditing and Advances ManagementApprove and audit office advances and petty cash, ensuring proper settlement in accordance with procedures.Review invoices and contracts to ensure compliance with budgets and approved policies.

6.

Logistics and MaintenanceManage daily logistics such as receiving shipments, dispatching official mail, and equipment maintenance and transportation arrangements.Organize internal distribution of equipment and ensure facility readiness.Receive visitors and handle telephone calls according to established protocols.

7.

Daily Operations SupportManage incoming and outgoing correspondence, organize meetings, and prepare minutes.Support HR in managing employee files and printing departmental documents.Prepare and update the daily office management report to ensure follow-up on required items.

8.

Process ImprovementPropose and implement continuous improvements to the office environment and integrate digital tools to enhance workflow (e.g., project management and asset tracking systems).

Experience & Qualifications:Bachelor’s degree in Business Administration, Information System, or a related field.At least 07 years proven experience as an Office Manager, Front Office Admin, Customer Service Agent or Administrative Assistant.Knowledge of Office Administrator responsibilities, systems and procedures.Hands on experience with office machines (e.g. fax machines and printers).Demonstrated ability to supervise and lead teams effectively.Familiarity with office software suites (e.g., Microsoft Office, Google Drive) and project management tools (Click Up).Proficiency in MS Office (MS Excel and MS Outlook, in particular).Skills:Excellent time management skills and ability to multi-task and prioritize work.Attention to detail and problem solving skills.Excellent written and verbal communication skills.Strong organizational and planning skills in a fast-paced environment.A creative mind with an ability to suggest improvements.