Main dutiesOffice Management- Ensure the office spaces are safe and secure, comfortable, and environmentally friendly i.e. recycling, energy
- saving solutions, water-saving methods are adopted and liaise with Landlord to ensure that the building is
- well maintained.
- Ensure all rental agreements are regularly reviewed and renewed where applicable.
- Perform IT capacity planning (current and future)
- Manage budget for office and IT, ensure that budget is not exceeded and expenses are well recorded.
- Coordinate and manage office relocations, including ensuring sufficient security, access control and safety
- levels are in place and maintained
- Ensure minimum standards for office spaces are developed, approved, implemented and maintained
- consistently across all locations.
Management, Servicing & Control of Assets- Make sure that physical property is fit-for purpose, serviced, operational and in order
- Maintain Asset Register listing and reconcile with Finance every quarter.
- Implemented and updated systems and procedures for management of assets and ensuring compliance.
- Make sure that the offices are kept clean at all times, liaise with cleaning service providers and ensure SLA
- terms are followed
- Ensure that all office equipment are serviced and operated within policy
Procurement policies and procedures- Ensure procurement is done in accordance with the GPI guide for electronics and green procurement.
- Review procurement procedures by ensuring that suppliers fulfil all requirements in the scope of work as
- agreed.
- Educate staff about the procurement policies and procedures
- Ensure all Service Level Agreements are in place, updated and planned for in time.
- Manage the procurement of equipment on behalf of the five offices in line with existing policies.
- Maintain suppliers database and renew annually
- Facilitate the procurement of goods and/or services on behalf of other departments in line with existing
- policies when required. Value for money is crucial and so liaising with departments in question to understand
- the specific requirements.
- Coordinate meetings and workshops, logistics invitations, venues, schedules including staff entertainment.
- Assist P&C Administrators with travel arrangements for staff in accordance with the Travel Policy.
- Planning and organising meetings and events when necessary
- Provide IT appropriate training to all GP Africas staff.
Management of suppliers/services providers- First point of contact for suppliers/service providers for Office related services and products including cell
- phones, phones, insurances, travel services, etc.
- Analyse expenses and suggest cost saving measures including change of suppliers
- Manage the process of sourcing new suppliers and evaluating existing suppliers
- Ensure contracts are maintained & are working effectively.
- Health and Safety Compliance
- Ensure that the office complies with the OHS Act and ensure task teams are formed and responsible for
- safety and first aid. Liaise with the Security Manager if there are any emergencies. 24/7 On-call duty for
- emergencies
Budgeting- Prepare annual budgets for Unit
- Plan, budget, obtain approval and implement projects requiring capital expenditure
- Ensure approval from SMT member is obtained for expenditure before incurring such
- Manage designated cost centres, budgets and capex within budget
- Manage the use of approved budget on an annual bas
Qualifications and Experience- Tertiary qualification in Business Administration
- Minimum 5 years experience in a similar role.
- Experience working with MS Office
- Experience in supervising staff and contractors.
- Capacity to identify and flag complex operations and challenges, break them down into problems that can
- then be tackled and resolve them.
- Knowledge of market dynamics, regulatory requirements, and cultural nuances across Africa.
- Experience working in challenging and sometimes security conscious environments.
- Project Management experience advantageous
Required skills and behaviours- Excellent communication skills.
- Strong analytical skills.
- Ability to multitask and execute requests on time.
- Ability to work independently.
- Approachable.
- High level of integrity.
- Upholds confidentiality.
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