Administration Supervisor at MODEC

Job Description

The Administrative Supervisor supports operations by supervising staff; planning, organizing, and implementing administrative systems. Develop strategies to manage functions to effectively run the Facilities of company and personnel movement to and from point of origin to work.

• Manage and direct the activities of the staff in an administrative set-up.
• Manage and supervise facilities functions in a production setting facility.
• Developing, analysing, reviewing, and implementing administrative department systems and controls.
• Supervise the Travels and Logistics team in delivering bespoke travels and logistics services to all employees.
• Manage relationships with travel agencies and vendors and hotels.
• Negotiate contracts or rates with travel service providers, hotels and facilities.
• Ensures cost effectiveness and time-sensitivity across the entire organization.
• Interact with other department heads in managing the entire administrative operations.
• Develop inventory control management systems.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
• Develop logistics in organizing records, files and statements in an effective manner.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results
• Supporting employees by facilitating interdepartmental communications and interactions between internal and external parties.
• Ensuring that the office is well-maintained, organized, and secure.
• Supervising relocation and to make decisions about leasing
• Ensure buildings meet health and safety requirements and that facilities comply with legislation.
• Inspecting buildings’ structures to determine the need for repairs or renovations per MODEC standards
• Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences.
• Review utilities consumption and strive to minimize costs
• Drive continuous improvement of the HR/Admin Department

Qualification

• Minimum BSc in BT, Estate Management, Project Management, Facilities Management
• Minimum of 8-10 years’ experience resolving complex administrative related issues
• Negotiate contracts or rates with travel service providers, hotels and facilities.
• Ensures cost effectiveness and time-sensitivity across the entire organization.
• Interact with other department heads in managing the entire administrative operations.
• Develop inventory control management systems for facility, property and fleet.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
• Demonstrated experience/knowledge in all aspects of Ghanaian travel.
• Knowledge of general office, departmental operations and procedures as well as facilities management.
• Good supervisory, communications and interpersonal skills.