Assistant Manager - Admin

Job Description

Title - Assistant MangerDepartment - AdministrationUnit - MpowerLocation - HOReports to - VP - Operations

1. Key Areas of Responsibility

ResponsibilitiesEach area of responsibility requires a number of actions to take place for their successful outcome. The following actions are indicative and may vary/evolve as needed

1. Principal Responsibilities and Key Accountabilities:

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses as per admin budget preparation
• Oversees and facilitates resources management and administration procedures and documentation for the principal
• Oversee facilities services, maintenance activities and tradespersons
• Organize meeting schedules for various departments (If Required)
• Serve as the liaison between administrative personnel and senior management, communicating needs and concerns so they can be handled expeditiously
• Maintaining office equipment including scanners, fax machines, printers, and telephones
• To monitor visitor access & coordinate parking
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
• Handle requests and queries appropriately
• Conducts special studies, presents briefs and reports and recommends new policies or procedures as may be required.

• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Interact with visiting vendors, handle AMC Contracts for vendors & their renewals
• Generally, supervises the full operation of an administrative branch or division
• Coordinating department special events, such as holiday parties
• Performs miscellaneous job-related duties as assigned.

Key Competencies (Minimum 7)Leadership

• Demonstrates passion and enthusiasm for the organisations vision, and motivates, leads, and empowers others to achieve organisational goals.
• Inspires and leads others towards high levels of performance.
• Demonstrates an intellectual and professional leadership style that supports that attainment of respect and credibility by others.

Relationship Management

• Ability to establish and maintain positive working relationships with key stakeholders and commercial enterprises to facilitate the accomplishment of work goals.
• Ability to influence or persuade others to gain acceptance or agreement of ideas and approaches.

Problem Solving and Analysis

• Ability to analyse complex policy issues, draw correct conclusions and articulate clear and focused policy to wide and diverse audiences.
• Ability to understand the issues and make systematic and rational judgments based on the relevant information.

Strategy Formulation

• Ability to formulate strategies and policies and create new approaches in adverse situations.
• Ability to take a broad-based view of issues and events, and have an understanding of their longer-term impact or wider implications.
• Ability to translate strategies into strategic and operational activities.

Communication Skills

• Ability to assimilate complex issues and use appropriate communication strategies to influence wide and diverse audiences.
• Ability to actively listen, seek information, and ask questions to ensure the understanding of underlying concerns of others.

Understanding of Business and Industry

• Demonstrates an in-depth knowledge of, and experience in the relevant industry.
• Politically astute; is able to read situations aptly and exhibit sound judgment.
• Understands how people work and has a positive non-threatening presence which commands respect from staff, members, and stakeholders.

Interpersonal Style

• Has a personal commitment to organizational excellence; displays honesty, integrity, and a strong sense of ethics in all decisions and actions.
• Is resilient; remains calm and deliberate under conditions of stress.
• Maintains a positive non-threatening presence which commands respect from staff and all other stakeholders.

1. General Duties

• Maintain a good rapport and working relationship with all staff and suppliers.
• Provide a courteous, professional, attentive, and efficient service at all times with all stakeholders.
• Attend and contribute to all staff briefings/meetings and other related activities.
• Support new recruits through on the job training.
• Maintain a high standard of personal appearance, and as per the personal presentation policy, and report for duty punctually, wearing the appropriate attire.
• To undertake and carry out any other reasonable roles and responsibilities as requested by the Manager.

Health and Safety and Staff Welfare:

• Be vigilant and take responsibility
• Work in accordance to with legislation relating to equal opportunities in the workplace.

Keyskills :
relationship managementproblem solvingresearchcommunication skillsequipmentspecial projectscorporate liaisonoffice equipmentmaintenance activitieshandlingcustomer servicebusiness operationslegislative relationsfaxstrategy formulationtime ma