About the Job:

• You will be reporting to the Senior Director, Finance. We are looking for an experienced Administration Manager to supervise the daily support operations of our company and plan the most efficient administrative procedures and overall supply chain management. You will lead a team of professionals to complete a range of administrative and logistic duties.
• You will work closely with other members of the executive team to ensure that the company’s overall operations are running smoothly.

Key Responsibilities:

• Oversee the development and implementation of policies, procedures, and systems related to business administration and logistics.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Monitor inventory of office supplies, implement efficiencies and controls in utilization, and place orders when necessary.
• Keep track of quality, quantity, stock levels, delivery times and efficiency of products and services, and manage service level agreements with administrative and logistics vendors.
• Direct, optimize and coordinate full order cycle on behalf of different departments in the company.
• Ensure smooth and adequate flow of information within the company to facilitate other business operations.
• Assess the performance of individual Admin Team Coordinators and Assistants; and provide coaching and guidance to ensure maximum efficiency.
• Work with regional travel agents and plan for tours and travel for external visitors including donors and clients ensuring that all their airport transfers, ground logistics and accommodation arrangements are in place.
• Create itineraries and/or manage appointments for external visitors working closely with colleagues and partners on timing and scheduling.
• Manage travel arrangements and accommodation for staff travelling out of the country and facilitate the processing of travel documentation, vaccinations, travel allowance and insurance.
• Ensure comfortable stay for all external guests by flawless and seamless planning by ensuring and providing flawless, upscale, professional and high-class service experiences.
• Organize special and high-end offsite meetings for visiting guests and local staff, and meet with the hotels to ensure that the Service Level Agreements are upheld.
• Ensure company operations adhere to policies and regulations.
• Keep abreast with all organizational changes and business developments.
• Comply with laws, regulations and ISO requirements.

Minimum Requirements:

• Bachelor’s Degree in Business Administration or related field; MA/MSc will be an added advantage.
• 7+ years experience in business administration, management, or a similar role.
• Proven experience developing and implementing process improvements
• Excellent interpersonal, communication, and presentation skills
• Ability to lead and motivate a team
• Familiarity with financial and facilities management principles

Good to have:

• Experience leading the Admin team of a large, multinational and multicultural organization
• Accuracy and attention to detail
• Aptitude for numbers and quantitative skills
• Strong communication skills (both written and verbal)
• Ability to manage cross-functional stakeholder expectations