About this Role: The Head of Administration is responsible for overseeing the comprehensive management of the company's administrative and facilities functions, ensuring operational efficiency, regulatory compliance, and employee satisfaction. This role includes managing office administration, expatriate housing and visas, transportation services, and company vehicles, as well as coordinating facilities maintenance for the headquarters, branch offices, regional offices, and warehouse. The Head of Administration supports HR activities, enforces health and safety standards, and liaises with external vendors and government agencies. Reporting to the Chief of HR and Admin, the Head of Administration is instrumental in maintaining a productive work environment and optimizing resource utilization across the organization.

Key Responsibilities:

1. Facilities Management:

• Oversee the management of all company facilities, including headquarters, branch offices,regional offices, and warehouse.

• Ensure facilities are well-maintained, secure, and meet operational requirements.

• Manage store operations, ensuring proper inventory control and distribution.

• Coordinate with external vendors and contractors for facility services and maintenance.

• Implement and monitor health, safety, and environmental policies to ensure compliance with regulations and standards.

2. Company Vehicles and Transportation:

• Oversee the maintenance, servicing, and utilization of company vehicles and cars.

• Manage the company’s transportation services, including scheduling and route planning.

• Implement a booking system for car usage to optimize vehicle availability and efficiency.

• Ensure compliance with transportation safety regulations and policies.

3. Office Administration:

• Supervise daily office operations to ensure efficiency and productivity.

• Manage office supplies and inventory, ensuring timely procurement and distribution.

• Oversee office cleaning and maintenance to maintain a conducive work environment.

• Implement and maintain office policies and procedures to ensure smooth operations.

4. Expats Housing and Visas:

• Coordinate housing arrangements for expatriate staff, ensuring comfort and compliance with company policies.

• Handle visa and work permit applications, renewals, and compliance with local
regulations.

• Liaise with government agencies and legal advisors to ensure timely processing of all documentation.

5. HR Support:

• Provide support to the HR department as needed, including recruitment, onboarding, and employee relations.

• Assist in the development and implementation of HR policies and procedures.

• Facilitate employee engagement activities and support the creation of a positive work environment.

6. Regional Offices Administration:

• Oversee the administration and facilities management of regional offices.

• Ensure consistent standards and practices are maintained across all locations.

• Conduct regular audits and inspections of regional offices to ensure compliance with company standards.

Job Requirements

Other personal characteristics:

• Strong Leadership: Strong organizational and leadership skills to manage multiple teams and functions
effectively.

• Communication: Excellent communication and interpersonal abilities to interact with staff at all levels.

• Facilities Management: Proficiency in facilities management, including maintenance, safety, and compliance.

• Administrative Skills: Strong administrative skills, including office management and coordination.

• Regulatory Knowledge: Knowledge of visa and work permit regulations and other relevant compliance requirements.

• Multitasking: Ability to handle multiple tasks and prioritize effectively to meet deadlines.

• HR Support: Experience in HR support and employee relations to assist the HR department when needed.

Performance Metrics:

• Operational Efficiency: Efficiency and cost-effectiveness of office operations and facility management.

• Timeliness: Timeliness and accuracy of visa and work permit processing.

• Asset Utilization: Maintenance and utilization of company vehicles and facilities.

• Employee Satisfaction: Employee satisfaction with administrative and facility services.

• Compliance: Compliance with regulatory requirements and company policies.

• Health and Safety: Adherence to health, safety, and environmental policies and regulations.

How to Apply

To apply for the Head of Administration position , please follow the guidelines below:

Email Subject:

Please use the following subject line when submitting your application: "Application for Head of Administration".

Resume/CV:

Attach your updated resume or curriculum vitae (CV) in PDF or Word format. Ensure that your resume highlights your relevant skills, experience, and educational background.

Contact Information:

Ensure that your CV includes your full name, phone number, and email address. This will make it easy for the hiring team to reach out to you for further communication or to schedule an interview.

Send your CV to the email hiring@kifiya.com