Head Of Administration

Job Title:

Head, Administration

Directorate/Division:

Operations

This position reports to

Chief Operations Officer

Direct Reports:

• Manager – Asset Management and Logistics
• Senior Officer Records Management

Job purpose:

The role of Head, Administration entails overseeing the administrative operations of RSSB and ensuring all operations are completed in a timely manner.

Key duties and responsibilities

1. Overseeing the management of assets, logistics, archives & library, and records management
2. Oversee the process of developing policies and procedures of all administrative operations
3. Overseeing the development of RSSB’s operational strategy
4. Collaborating with the user departments in identifying operational gaps and propose improvement solutions
5. Work with the functional managers to deliver excellent services to clients and ensure quality service delivery to customers
6. Communicate and oversee the implementation of the organisation business strategy in all the security, asset management and logistics, records management, and library functions
7. Ensure that there are appropriate systems, processes, and tools to support the effective execution of RSSB’s business operations.
8. Oversee RSSB’s records are well maintained and provided whenever needed to support company operations
9. Oversee inventory of office supplies and the purchasing of new material with attention to budgetary constraints
10. Oversee facilities services, maintenance activities of RSSB’s buildings and other properties.
11. Organise and supervise other office activities (recycling, renovations, event planning etc.)
12. Oversee day-to-day operations, plan, and coordinate administrative procedures and devise ways to streamline processes
13. Ensure operations adhere to policies and regulations
14. Ensure that all RSSB’s offices are fully equipped
15. Collaborate with Head of Supply Chain Management to ensure all functions get the required administrative support
16. Manage the staff under his/her supervision
17. Develop and disseminate contract performance of the staff under his/her supervision
18. Monitor and evaluate performance of the staff under his supervision
19. Ensure timely submission of periodic reports Ensure Security of RSSB’s human and physical resources
20. oversee the process of preparation of planning and budgeting
21. Ensure RSSB’s work environment comply with healthy and safety standards
22. Perform any other duties related to Operations function as may be assigned from time to time

Knowledge, experience, and qualifications required

1. Master's’ Degree in business administration, Business law, Finance or Accounting with at least 6years’ relevant experience, 3 of which should have been in a managerial role

OR

1. Bachelors’ Degree in business administration, Business law, Finance or Accounting with at least 8 years’ relevant experience, 3 of which should have been in a managerial role

Competencies

Technical Competencies

1. Strong Administrative knowledge
2. Strong knowledge of laws and regulations governing acquisition and disposal of assets
3. Strong knowledge in resource management
4. Innovation
5. Work process orientation
6. Market intelligence
7. Problem solving
8. Analytical thinking
9. Decision making
10. Business acumen
11. Operational excellence
12. Total quality management
13. Ability to analyse data and draw inferences

Behavioural competencies

1. Client Service Focus
2. Communication & Interpersonal Skills
3. Results and data driven
4. Breakthrough Innovation
5. Technology Savvy
6. Managing Resources
7. Project Planning Management
8. Strategic Thinking
9. Problem Solving & Quality Decision Making
10. Leading & empowering others
11. Driving and managing change

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