Support the delivery of highest possible level of personal and collective contribution to BGI Ethiopia’s operational effectiveness by developing, reviewing, implementing and improving the most efficient administrative and facilities management systems, policies, and procedures and ensuring efficient and timely provision of a range administrative and liaison services, guest relations and travel management, reservation of meetings and events, office management and utilities, assets management and safeguarding, pooled and outsourced services and the maintenance of office environment fully equipped with basic standards of living and working.

Main Duties and Responsibilities

• Develop, review, and improve administrative systems, policies, and procedures to ensure that BGI leadership, the staff as well as guests/visitors are provided with good administrative services.

• Manage proper and continuous communication of all administrative services policy and procedures and provide support and advice on the proper and consistent use of formal templates and tools for service requests and timely provision.

• Coordinate administrative functions by harmonizing with user departments and/or plants and subsidiaries as needed and fostering cooperative professional relations to ensure that effective systems are in place at all times and

• Ensure that the overall physical working environment is conducive in terms of keeping BGI Ethiopia offices clean, pleasant and equipped with the necessary facilities by maintaining cleanliness and serviceability

• Coordinate work space arrangements for staff, configuring office and common areas, and organize furniture and other facilities, repairs and improvements as needed

• Coordinate work space arrangements for staff, configuring office and common areas, and organize furniture and other facilities, repairs and improvements as needed

• Oversee and monitor service provision of out-sourced services like cleaning, security, maintenance, etc. and supervise contractors and vendors’ service standards in consultation with service users.

• Monitor service contracts (lease and different service providers) and corporate agreements’ end dates, renewals, payment settlements and proactively liaise with concerned stakeholders regarding extension or end of contract agreements;

• Oversee ad monitor all travel services, air ticket and accommodation arrangements and coordinate with staff, guests and travelers and liaise with travel agent and service providers for efficient and timely travel arrangements and event planning.

• Coordinate, communicate and liaise with public utilities (water, power and telecom services) to ensure continuous service provision, new service acquisition and settlement of related expenses.

• Ensure and monitor the requirements of expatriate staff permits fulfill (visa, work permit and resident ID are well managed with specific schedules and deadlines) and ensure expatriates staff housing and facilities are secured, functional and well managed.

• Monitor the effective use of pooled vehicles and transportation services in support of BGI Ethiopia’s business objectives and manage duties and responsibilities of corporate pooled drivers, their behaviors, their performance appraisal, and annual leave management

• Supervise front desk/reception and administration duties, including handling company inquiries, and sorting and distributing mail, etc.

• Assist in the preparation of budgets by providing cost estimates related to administrative and facilities management services and regularly monitor the Administration budget to avoid over spending and ensure stewardship in spending

• Coach, develop and motivates subordinate staff; reviews and assesses performance, builds employee capacity, supports their professional development, and enables employees to optimize their contribution to the department,

• Represent BGI administrative and facilities management related issues as necessary and as delegated by Corporate Support Services Director and perform other duties assigned by immediate supervisor

Job Requirements

• BA degree in Administrative Services Management/ Business Management/ Business Administration/ /Public Administration or related fields

• Eight (8) years hands on progressive professional experience in handling and managing Administration and Liaison Services, General Services, Facilities Management, etc., in a large Corporate environment of which Three (3) years should be on supervisory roles, preferably holding similar positions.

How to Apply

NOTE: we only accept applications submitted through THIS LINK