Administrator

DUTIES & RESPONSIBILITIES OF THE JOBS 

• Submit administrative, production and operational reports and prepare proposals and presentations as needed
• Oversee the overall supervision of staff, and ensure task are accomplished effectively and efficiently. Ensure all staff understands and lives by the company’s mission, values, objectives and policies.
• Coordinate operational activities throughout the company to ensure efficiency and maintain compliance with company policy
• Manage calendars, agendas, travel plans and appointments for senior management. This includes handling company’s visitors in a professional and customer satisfying manner.
• Manage emails, letters, phone calls and other forms of correspondence, including drafting official letters in consultation with the Managing Director.
• Support bookkeeping and budgeting procedures for the company
• Create and update databases and records for company information, staff and other data.
• Maintain office inventory by checking stock levels, anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain company vehicle records, liaise with service providers, vehicle insurance providers and maintain up to date records at all times;
• Maintain and manage client database with details of deals, contracts, and payments.
• Assist with the overall maintenance of the company and its offices as well as maintain office equipment and supplies.
• Prepare qualitative and quantitative monthly reports detailing all pertinent areas of work and those needing attention, recommending efficient and effective solutions to challenges faced for review by Managing Director;
• Devising and maintaining office systems, including data management and filing
• Articulate in Organizing and maintaining Director’s diaries and making appointments
• Ensure GMP, HACCP and KEBS standards are implemented
• Organizing and storing paperwork and computer-based information.
• Handle customers enquiries and complaints
• Overall Operational control in logistics & production processes.
• Oversee general housekeeping of the company. This includes cleaning, hygiene and pest control
• In charge of all legal compliance's, certifications and licences.
• Handle all insurance needs of the company
• Mandated to recommend, advise and implement staffing needs in conjunction with HR and the Managing Director.
• Manage performance management of all staffs in conjunction with HR and Managing Director.
• Ensure staff training needs are identified and met to improve on skills and competencies in the various departments.
• Ensure staff work in a health and safe environment, and all Health and Safety standards are maintained.
• Coordinate, Organise and lead all staff or departmental/ sectional meetings for the company.
• Chair meetings and ensure minutes are taken and circulated.
• Devise, execute and implement cost cutting and control measures in the company.
• Implement strategies geared toward improving Efficiency, Effectiveness and Prudent utilization of resources.

QUALIFICATIONS, EXPERIENCE & SKILLS 

- (Minimum qualifications required to successfully perform the job)

Experience, Skills, Qualifications & Training

• Bachelor’s Degree in a Business-related field
• Minimum 5-7 years’ experience in a similar position preferably in a manufacturing setup.
• Must possess excellent communication and interpersonal skills.
• Must demonstrate the ability to move with speed and handle multiple tasks at once.
• Strong prioritization and administrative skills
• Must be keen to detail.
• Ability to meet pressing deadlines, collect data and communicate it in a comprehensive report.
• Excellent organizational skills with a keen attention to detail

KEY PERFORMANCE INDICATORS 

1. Operational efficiency and effectiveness of the company 

2. Capacity utilization, customer satisfaction and growth.

3. Full compliance of the company in the various compliance areas.

4. Motivation levels, development and performance of managers and teams

5. Customer Loyalty metrics

6. Timely completion of tasks

WORKING RELATIONSHIPS

Internal customers 

    a) Managing Director

    b)  Other staff

External Customers 

    a) Service providers

    b) Contractors

    c) Clients

Notes: This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process.