hr/ Admin ManagerABC Prime Inc

ABC PRIME INC.
 
Is currently looking for:
 
HR/ADMIN MANAGER
 
I. JOB SUMMARY:
 
The HR/Administrative Manager provides administrative support to the BOD, CEO, Board Advisors & Executive Consultants, handles confidential information & documents, processes legal requirements related to the OCEO.
 
The HR/Admin Manager provides administrative & logistical support, is in charge of coordinating an organization's administration system and general workflows, facilitating communication throughout a company and developing procedures to make a workplace more efficient.
 
II. JOB PURPOSE:
 
The functions of the HR/Admin Manager include (1) Cash Management, (2) Records Management, (3) Legal Requirements related to OCEO, (4) Courier Management.
 
The functions of the Admin Manager include (1) General Office Management, (2) Internal Communication, (3) Vehicle Management, (4) Assets Management, (5) Facilities Management, (6) Health & Safety, (7) Physical Security
 
III. ESSENTIAL FUNCTIONS
Assistant to Board of Directors, CEO, Board Advisors & Executive Consultants
Manages & executes requests needed from concerned parties.
Acts as secretariat to meetings when needed.
Legal Requirements
Executes legal requirements needed by the organization involving the OCEO signatories.
General Office Management
Provides working areas for all staff and office equipment needed by personnel.
Ensures a clean and orderly office environment.
Bills payment processing of regularly billed office expenses.
Sets a courier service system for delivery of documents & parcels from different departments.
Ensures continuous availability, performance and sustainability of office facilities & assets.
Spearheads or assists in organizing company events.
Creates & manages office workflow systems such as room reservations, etc.
Management of Admin petty cash fund.
Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
Ensure operations adhere to policies and regulations.
Keep abreast with all organizational changes, business developments & pivot workflow systems accordingly.
Facilities Management
Manages physical capital assets of the company in terms of building installations, office space improvements/ refurbishments and renovations.
Establishes regular checks & preventive maintenance in mechanical, electrical, plumbing & fire.
Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
Ensures building safety in earthquakes, floods, fire & other disasters.
Physical Security
Creates, manages & monitors physical security processes & procedures.
Engages with a Security Agency/Manager to aid in the company's security.
Vehicle Management
Manages & oversees the purchase, deployment, maintenance, monitoring & sale of company vehicles.
Ensures the company vehicles are in good working condition & used by authorized personnel.
Health & Safety
Ensures Health & Safety policy, procedures, and systems of work are understood, implemented, supported, and monitored in compliance with industry standards.
Creation & spearheading of Emergency Response Committees & Health & Safety Committees throughout the organization.
Ensures company practices are compliant with the national & local government regulations with respect to Health & Safety.
Ensures employee compliance with the company's Health & Safety policy.
Records Management
Safekeeps confidential data & documents in OCEO.
Spearheads & updates a Records Management System in the organization which includes filing, database archiving, etc.
Courier Management
Creates, manages & executes a courier system for the Head Office which involves the shipping of parcels & documents routing.
Manages the schedule of authorized messengers.
Manages the routing of confidential & non-confidential documents to the OCEO.
Internal Communications
Ensures smooth & adequate flow of internal corporate communications such as memos, announcements, e-mail/text/chat blasts.
Moderator of official internal communication channels such as team chats, channels, etc.
Ensures communication channels are in compliance with the Code of Conduct.
Assets Management
Manages a systematic process of acquiring, tagging, recording, operating, maintaining, upgrading and disposing of assets cost-effectively.
Creates an inventory of company assets with regular monitoring. Acquired land of the company shall also be monitored by OCEO. It is a necessity that OCEO be current with applicable municipal and state laws & practices.
Other tasks that may be assigned from time to time.
III. HUMAN RESOURCE
Recruitment
Job posting
Conduct Interview
Prepare and facilitate signing of employment contract
Employee relation
Issuance of notice to explain and notice of decision
Conduct investigation
Facilitate in serving the notice of decision or termination
Compensation and benefits
Timekeeping
Payroll processing
Monitor workers benefits deduction
Training
Facilitate the training needs of employees
Process approval for external training
IV. RECORD MANAGEMENT
Approval requests.
Legal documents.
Confidential documents.
Archive database.
Meeting notes.
Reports, presentations & supporting files/dashboards.
Vehicle records and dashboard.
Asset Management records.
Facilities Management records.
Other Administrative records that may be required by management.
V. ADMINISTRATIVE FUNCTIONS 
Manage Admin & Facilities Budget, Petty cash & Cash Advances.
Coaching & mentoring of Admin Department.
Manage attendance of Admin Department.
Identify requirements for department manpower.
Participate & engage in Operations/Management Committees as required by Management.
Other Administrative functions that may be assigned from time to time.
VI. Performs other functions that may be assigned from time to time.
 
POSITION PROFILE
Education: Bachelor's Degree in Business Administration/Management/ Accounting/Finance/Law/Economics or any related field
Experience: At least 5 years post-graduate experience with at least 2 years in a supervisory or leadership role.
Competencies
Confidentiality in all things OCEO.
Strong leadership, supervisory and people management skills
The ability to possess comprehensive knowledge or skill in a subject or accomplishment.
The ability to oversee, design and control the process of operations, and redesign when necessary in the attainment of business goals.
Demonstrates analytical and conceptual skills to plan budgets.
High level of integrity and demonstrated ability to manage confidential information.
Process & system-driven
Good analytical and problem-solving skills.
Excellent organization and management skills.
High sense of responsibility, accountability, and dependability.
Leverage business technology leading to efficiency and better business outcomes
Knowledge of the business' political landscape & keeps track of the other business units focus areas.
Ability to appreciate the system impact of various policies, practices and issues strategically and holistically
In-depth understanding of facilities maintenance.