Purpose statement: Manager- Admin Services will be responsible for planning, directing, and overseeing facility Services, which includes food service, transport service, security, cleaning, gardening, utility, office & common spaces repair and maintenance services and other services that needs of the company, employees and visitors are met accordingly.

Duties & Responsibilities:

• Establishing and Maintaining vehicle management and relevant administration manuals

• Ensure efficiency and effective transport services to achieve company transport objectives

• Lead the process of vehicles scheduling planning in collaboration with user departments

• Monitor the quality, cost and efficiency of fleet management · Ensure maximum availability of vehicles for the company day to day business needs and they are well organized.

• Monitor and control vehicles to maximize efficiency in usage of fuel and regular maintenance costs 

• Ensure timely submission of activity plan and their timely performance reports to HR Director

• Ensures all drivers adheres to the company fleet Management Procedure and vehicle reports submitted on time with required quality

• Ensures the organization is operating in a legal framework of the country and as per the insurance procedure

• Establish and maintain Fleet Management manual, review vehicle logs sheet, periodical servicing vehicle investigate, monthly fuel consumption report etc

• Oversee the outsourced staff transportation service, ensure that they are on schedule and in case of any breakdown, alternative arrangements are made for smooth movement of staff

• Manage the overall services provided within the facility and create a suitable environment for the purpose and needs of the facility, such as office building, seat arrangement, waste disposal, parking lots and other welfare areas such as cloth changing room, toilets & shower

• Responsible for the overall security managements of the compound and ensuring that employees are aware of the procedures on access control system of the company.

• Analyze and evaluate security operations and identify risks and look an opportunity for improvement, communicate security status, updates, actual and potential problems.

• Draw up regular meeting schedules and set routine program of work for security guards, cleaning & gardening staff to ensure consistently meet high standards of service.

• Responsible for keeping the company’s office premises, furniture and fixtures working smoothly and efficiently.

• Responsible for the planned and ad hoc maintenance and upkeep of the office and equipment including the required safety checks

• Determine whether maintenance should be undertaken in-house or by commissioned contract services and to assist in the selection of contract services where appropriate, through consultation with HR Director.

• To be responsible for ensuring the safe and efficient operation of all office-related mechanical, electrical, sanitarian services are properly working.

• Conduct regular up-keep checks in the office premises for any civil maintenance related works (walls, doors, windows, and walk-ways, etc.) are maintained in proper manner

• Prepare and implement re-orientations of office furniture/open plan workstations, office relocations and changes as required by the user and management team.

• Coordinate office modification works with the other Contractors’ personnel, carry out any other maintenance related works in offices as instructed by HR Director

• Supervise maintenance and repair of welfare facilities and equipment and oversee their refurbishment and renovations

• Inspect structure of building/offices and determine if repairs are needed

• Manage and oversee the availability of resting room sanitarian supplies, repair and maintenance parts and replenish on time

• Ensure the efficient and professional operation of the food services unit

• Ensuring compliance with company standards in all areas of operations

• Ensure proper menus are used for food production

• Ensure all resource for food production are in place on time, stock is controlled and kept as per the standard

• Ensuring compliance with hygiene and health and safety legislation/guidelines.

• Design and propose mechanize to collect & measure customer satisfaction

• Manage and oversee the availability resting room sanitarian supplies and replenish on time and lounge spaces and ensure drinking water and refreshment stands are adequately stocked and maintained.

• Propose changes required to upgrade the food serves

• Manage and review service contracts to ensure the company needs are being met

• Follow on time renewal of service contracts such as Guest house, security & cleaning services

• Develop and train staff performance management,

• Prepare and reviews Admin Services -related budgets, and give an input for HR Director to incorporate with the annual HR budget

• Participate on the interviewing and hiring process of Admin Services employees

• Handle certain administrative tasks, such as preparing month payment for outsourced services, utility payments, Admin Service team over time, performance appraisal and prepare reports and share to the HR Director

• Supervise the day to day performance of subordinate, and conduct annual performance appraisal of his/her direct reports and out sourced (cleaning, gardening, security) services

• Monitor and supervise the work of the third-party agencies

• Receives employees’ complaints and resolve them with section heads.

• Perform other duties as required by the office

Job Requirements

Qualifications:

• MA/MSC/BA/BSC Degree in any field of study with a minimum 5/7 years of experience respectively is in general services, transport operation, vehicle maintenance, facility management and/or other related activities out of which two years in Manager or equivalent capacity

 Competencies:

• Good interpersonal skills, adaptability, flexibility and ability to prioritize tasks

• Good planning and organizational skills

• Innovative and problem-solving skills and capacity to deliver under pressure.

• Strong people and client 

• Effective written and oral communication

• Negotiation Skill.

• Collaboration skills, being driven to work with others and able to build strong working relationships

• Analytical thinking

• Problem analysis and solving

• Good interpersonal skills, adaptability, flexibility and ability to prioritize tasks

• Results driven,

• Professional Excellence

• Ability to work and communicate professionally, with internal and external customers

• Understand and follow oral and written instructions and ability to prioritize and manage multifunctional tasks

• Ability to work effectively under pressure, and against strict time constraints · Good command of written and spoken English and Amharic

• Good planning and organizational skills

• Innovative and problem-solving skills and capacity to deliver under pressure.

• High level of commitment and working with minimal supervision

How to Apply

Qualified candidates who meet the above requirements can submit their CV and cover letter through THIS LINK by specifying the position and JOB ID in the cover letter.

AND

Please fill the Job application form using the below link.

https://forms.office.com/r/NAMvexfbyN