Senior Admin Officer at St. Saviours School Ebute Metta

St. Saviour’s School Ebute – Metta, the pioneer School of the St. Saviour’s Schools (St. Saviour’s School, Ebute – Metta and St. Saviour’s School, Ikoyi) was founded in 1951 and for 70years provided quality education to primary school-age children.

We are recruiting to fill the position below:

Job Title: Senior Admin Officer

Location: Ebute – Metta, Lagos
Employment Type: Full-time
Department: HR/Admin
Reports To: Head, HR & Admin
Level: Mid Level
Number of subordinates: 12

Short Description

  • Ensure that daily school operations is running and performed in a seamless and efficient manner and supervise the administrative team members to ensure performance.

Responsibilities
Core, Essential Responsibilities/outputs of the position

Role/ Task Complexity:

  • Ensure smooth running of all administrative functions in the School
  • Ensure that proper security measures are put in place for the safety of pupils and employees as well as the school’s assets
  • Ensure that the school is clean and ready for work in line with the approved schedules
  • Ensure strict servicing and maintenance schedules of school machinery, equipment and devices to minimize downtime and ensure operational efficiency
  • Identify opportunities for administrative management improvements and recommend to the school management
  • Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
  • Facilitate and coordinate best practice tendering and contracting activities
  • Plan and keep track of multiple projects and deadlines
  • Identify the facilities and resources required by the school
  • Establish and manage adequate maintenance strategies.
  • Ensure energy and water efficiency of the school
  • Provide the required support for the general administrative functions

Compliance and Record Keeping:

  • Develop administrative policies and procedures, and ensure they are implemented appropriately
  • Maintain a comprehensive and detailed list of facilities needed in various departments
  • Maintain inventory of all school assets and supplies, that is, to determine if inventory quantities are sufficient for needs and order more materials when necessary.
  • Manage replenishment and restocking of stationaries and school supplies
  • Ensure accurate record keeping, sign-offs and filing
  • Prepare comprehensive reports as required by the school’s management
  • Record administrative expenditure and manage the annual Administrative budget
  • Maintain all health and safety equipment and protocol pertaining to the school

Employee Relations:

  • Supervise and oversee the activities of direct reports
  • Ensure effective performance of direct reports
  • Liaise with the Tender Committee

Utilities Management, repairs and asset management:

  • Ensure that the facilities and assets in the school are well maintained, in good order and working properly
  • Ensure the school’s equipment, devices and appliances are kept safe at all times
  • Arrange for replacements and repairs as needed
  • Maintain store supplies and ensure efficient and effective store operations
  • Prepare requests by verifying documents from vendors and suppliers for management’s approval
  • Ensure effective and efficient utilities management i.e Electricity, water, waste disposal, diesel supply, Phone credits etc.
  • Oversee the store and ensure all items and consumables are kept safe
  • Ensure the school grounds and landscape is well kept at all times

Suppliers and Vendors liaison:

  • Identify and research potential new suppliers and vendors
  • Verify, register and maintain a robust supplier’s and vendor’s list
  • Develop and maintain a preferred supplier database and ensure on-line information is available to management
  • Ensure repairs are carried out properly by official manufacturer’s specifications
  • Carry our maintenance checks on all school assets
  • Develop and maintain a reporting system for contractor and supplier performance
  • Develop and maintain a reporting system which measures the procurement process
  • Ensure all school procurements are in line with the procurement policy Manage school supplies inventory and place orders as necessary
  • Conduct market survey to negotiate the best price for goods and services without sacrificing quality or delivery times
  • Nurture relationships with suppliers to negotiate the best prices for the School
  • Perform buying duties when necessary.
  • Coordinate purchasing, warehousing and inventory functions

Projects Management:

  • Assist in the organising and hosting approved hospitality functions and events.
  • Manage contracts and projects to ensure compliance with specifications and service delivery standards.
  • Collate the global year plan, under direction of the Head Teacher
  • Supervise all travel and hotel arrangements for staff and/or visitors
  • Supervise school development projects
  • Supervise the fumigation of the school from time to time
  • Provide logistical support when required

Fleet Management:

  • Ensure the school vehicles are well maintained and in good condition including cleaning, refurbishment, repairs and replacement of their parts and availability to carry out official duties
  • Ensure regulatory compliance of Nigerian road transport laws
  • Monitoring driver behaviour and ensuring a high level of service
  • Analyzing data to increase business operational efficiency.
  • Developing strategies for greater fuel efficiency
  • Ensure vehicle and driver’s licences are renewed as at when due
  • Maintaining detailed records of vehicle servicing and inspection dates
  • Ensure strict servicing and maintenance schedules of school vehicles

Independent thought and Judgment/Creativities (improvement/innovation inherent):

  • Design of an effective transaction tracking system
  • Ability to take instruction and ideas and turn it into effective and productive operational plan

Tracking solution:

  • Item and Consumable arrangement
  • Cost effectiveness
  • Prioritization

Vulnerabilities (control span):

  • Risk of losing track of important routine activities and maintenance requirements.
  • Depleting and poor-quality vendors list

Minimum Requirements

  • Education: Degree
  • Total Experience: 7 years Supervisory Experience: 3
  • Job Experience: 5 Years

Competencies
Physical competencies:

  • High Energy
  • Physically strong

Technical qualities:

  • General Administration, Organisation and Management
  • Compliance & Record Keeping
  • Procurement
  • Negotiations
  • Project Management
  • People Management
  • Time Management
  • Knowledge of Inventory Operations
  • Proficiency with computers, especially MS Office suites

Behavioural qualities:

  • Communication skills
  • High on execution and low on excuses
  • Sound discretion and judgment
  • High sense of responsibility
  • Interpersonal Skill
  • Problem solving skills
  • High Integrity
  • Assertive
  • Adaptability
  • Leadership
  • Collaborative
  • Forward thinking
  • Creative and Innovative
  • Sound ethics and integrity

Deadline: 18th June, 2021.

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