Deputy Manager Admin at

4 weeks ago

Nairobi, Nairobi Area, Kenya Africa Management Solutions Limited (AMSOL) Full time

Africa Management Solutions Limited (AMSOL) is the fastest growing Human Resources and Management consulting firm that offers an array of hr solutions tailored to accurately address all the human resource and management needs of any organization.


Roles and Responsibilities:
Manage day to day administration while ensuring cost control on regular expenses such as–

Maintenance related expense
Stationary
Rental
Communications equipment
Guest house management
Pantry/ refreshments
Cafeteria (if present within the given region)

Responsible for maintenance of furnitures, fixtures and other office equipments and represent admin team in audit

Maintain all communication equipment including Video Conferencing, telephones – landlines (ISD & STD), mobiles, EPBX & PRI lines etc.

Ensure implementation of the contract negotiated with service providers
Responsible for provision of stationery, food, corporate gifts, etc. as per requirement given by Business Units/ Management
Maintain records of telephone, mobile, electricity, ACs and other vendor bills etc. to ensure timely payment of bills after seeking approvals. Process bills to accounts for payments and maintain receipts of invoices. Ensure filing of claims and recovery.
Process material management payments through SAP
Ensure compliance to VFAR while processing invoices for payments and compliance to purchase policy.

Handle petty cash – Manage day to day requirements for petty cash by preparing vouchers and making reports for payments to cellular service providers, entertainment facilities providers and other vendors.

Co-ordinate with employees, housekeepers, vendors etc. for procurement, repair & maintenance of day to day office facilities
Ensure proper book keeping of MIS reports, audits reports and documents like lease, MOUs, Boqs, Bills, payments, etc.

Ensure compliance with ISO 14001 and maintain premises to preserve the environment by effectively managing power, AC systems, generators and amenities like water, etc.

Ensure adherence to code of conduct and ensure process implementation as per VFS Administration SOP /manuals.
Ensure compliance with VFS' Global's information security policies and procedures
Ensure compliance of shops and license certifications and timely renewal of vendor contracts for all VAC's.
Respond to inquiries & troubleshooting and ensure internal customer satisfaction of all stakeholders
Ensure timely renewal of maintenance contracts Full
Responsible for handover of premises on expiry of lease and takeover of premise. Obtain clearance certificates at time of handover
Assist in the sale of old company cars and other assets
Assist and supervise refurbishment projects
Ensure judicious use of natural resources
Adhere to the environment health and safety policy/objectives and guidelines of the organization.

Indicative KRA's/Budgetary and Revenue Responsibilities:
Cost Effectiveness in procurement of assets and materials
Audit Documentation & policy compliance
New initiatives undertaken
Vendor Management
Internal customer satisfaction (VOC/ ESAT scores)
Timely processing of vendor invoices

Key Interactions within and outside of VFS Global:
External

Various Government Department/Officials
Vendors & Contractors
Insurance Companies
Service Provider – Telecom / Facility Management

Internal

Co – ordination with various Heads of Departments/ VAC Managers of VFS Global
Co-ordination with Corporate Office
Finance Department

Qualification & Experience (Education, Experience, specific knowledge, skills, understanding, attitude):

Education:
Minimum: Business Management Degree; Finance or Equivalent Degree.

Additional:
Post Graduate or Global Equivalent Degree.
Experience: 2 – 6 years of Relevant Experience.

Knowledge & Key skills:
Basic knowledge of Computers and work with MS Office efficiently.
Ability to Innovate and enhance procedures and methods to increase productivity & cost effectiveness.

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