Head of Office Administration Full Time NEW

Objective of This Role

Oversee 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 Management

• Follow 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 Management

• Approve 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 Maintenance

• Manage 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 Support

• Manage 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 Improvement

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