- The Head of Administration is responsible for overseeing and managing all administrative functions of the organization.

- This includes streamlining operations, ensuring compliance with policies and regulations, managing the administrative team, and supporting the efficient functioning of all departments.

- The role requires excellent leadership, communication, and organizational skills to ensure that administrative activities align with the organization's goals and objectives.

Key Responsibilities:

Leadership & Team Management:

- Lead, manage, and mentor the administration team, including administrative assistants, office managers, and support staff.

- Establish performance metrics and conduct regular evaluations.

- Foster a culture of continuous improvement, accountability, and high performance within the administrative team.

Operational Oversight:

- Ensure the smooth operation of daily administrative functions, including facilities management, office supplies, and overall workplace efficiency.

- Develop and implement operational strategies that improve workflow and efficiency.

- Maintain a high standard of office environment and safety.

Budget & Financial Management:

- Develop and manage the administrative budget, ensuring cost-effective utilization of resources.

- Monitor expenditures, including vendor contracts, supplies, and office equipment.

- Ensure procurement processes are transparent, efficient, and cost-effective.

Policy Development & Compliance:

- Develop, implement, and enforce company policies, procedures, and compliance frameworks related to administrative functions.

- Ensure compliance with all legal, regulatory, and safety requirements.

- Stay up-to-date with relevant regulations and laws impacting administrative practices.

Vendor Management:

- Oversee relationships with external service providers, including facilities management, office supplies, IT vendors, and contractors.

- Negotiate contracts and manage vendor agreements to ensure quality and cost control.

Office Management:

- Ensure the proper functioning of office systems such as IT, telecommunications, security, and maintenance.

- Manage the allocation of office space and ensure that the physical office environment meets the needs of the organization.

- Implement sustainability and energy-saving practices in office operations.

Strategic Support:

- Provide administrative support to senior management, including the preparation of reports, presentations, and other documentation as needed.

- Participate in strategic planning and decision-making processes to align administrative operations with organizational goals.

Event and Project Management:

- Oversee the planning and execution of company events, meetings, and conferences.

- Lead and manage special administrative projects, ensuring they are delivered on time and within budget.

Key Skills and Competencies:

Leadership: Strong leadership and team management skills, capable of driving high performance and motivating staff.

Organizational Skills: Exceptional ability to organize, prioritize, and manage multiple tasks efficiently.

Communication: Excellent verbal and written communication skills for effective interaction with staff, vendors, and executives.

Problem Solving: Ability to anticipate challenges and develop solutions that support operational efficiency.

Attention to Detail: High level of accuracy and attention to detail in administrative processes.

Tech-Savvy: Proficiency in Microsoft Office Suite, office management software, and familiarity with modern IT systems.

Negotiation Skills: Strong negotiation and contract management capabilities.

Qualifications:

Education: Master's degree preferred).

Experience:

- Minimum of 7-10 years of administrative experience, with at least 3-5 years in a leadership or managerial role.

- Experience managing budgets, vendor relationships, and administrative teams.

Certifications: Relevant certifications in administration, management, or operations (e.g., PMP, Certified Administrative Professional) are a plus