Admin Associate-Abuja

Job Description of Administration Associate

Job Title:

Administration Associate

Location:

Head Office

Grade Level:

Department:

Shared Services

Reports to (Title):

Administration Manager

Direct Reports:

Job Purpose

To act as the point of contact for all employees, providing administrative support and managing queries

Core Responsibilities and Key Result Areas

Administrative Functions

• Attend to forwarded enquiries from all Chicken Republic stores ranging from waste management, security, travelling needs, and all other administrative support


• Update report on travel expenses per department


• Coordinate travel and ticketing activities


• Process all monthly returns for expatriates


• Process the renewal of residence permits for the expatriates


• Process payment requests utilities in HQ, Guest houses and TC. DSTV, PHCN, Water & printer consumables.


• Periodic visits/contacts through CUG to all Island stores for support.


• Distribute and store correspondence (e.g. letters, emails and packages)


• Arrange travel and accommodations


• Answer queries by employees and clients  


• Prepare reports and presentations with statistical data, as assigned

Facility Operations

• Monitor compliance with all rules and regulations in the organization as regards safety and facility utilization


• Inspect office premises checking all appliances, facilities as well as security of the warehouse facilities

Inventory Maintenance and Record Keeping

• Provide staff with the necessary office stationery


• Place orders for office supplies and maintain all associated records


• Perform requisition, delivery and distribution of supplies as well as adequate maintenance of inventory


• Monitor supplies, inventory and other needs of the organization


• Ensure management and monitoring of relevant records and reports


• Manage office supplies stock and place orders


• Prepare regular reports on expenses and office budgets


• Organize a filing system for important and confidential company documents

Security

• Oversee security surveillance for all Chicken Republic locations

Key Performance Indicators

• Timely response to employee queries and request


• Quality of the internal administrative processes/procedures

Knowledge Requirements

• Knowledge of General Administrative Support- Facility Management


• Knowledge of Administrative procedures and processes in line with industry best standards


• Knowledge of Office Management Software


• Knowledge of Health & Safety Regulation


• Good interpersonal, communications and flexibility

Job Specifications

Educational Requirements

Professional Requirements

Experience Requirements

- A degree in social /management/physical sciences

Membership of the NIM, or any other related professional qualification is an added advantage

Minimum of 2 years work experience in an administrative capacity in a similar industry / environment

Decision Expectations

• Ensure all employee queries and requests are attended to

• Monitors compliance with all rules and regulations in the organization as regards safety and facility utilization


• Monitor supplies, inventory and other needs of the organization

Working Conditions

Job role holder typically work 40 hours per week, Monday to Friday, although there may be weekend or evening work due to business exigencies. This role is largely office-based, and has a high level of social contact as the individual is expected to work closely with staff from different branches. The job involves repetition of the same mental activities, but may on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment.

Contacts and Purpose of Contact

Internal Contacts (most frequent contacts)

Purpose of Contact

• Food Concepts Management


• Heads of Departments


• Employees

• Exchange or provide information


• Obtain, clarify, and discuss information


• Present, discuss information and problems


• Collaborate, negotiate and present ideas

External Contacts (most frequent contacts)

• Service Providers/ Vendors

Authorisation

DMD/HD Name and Signature:

Date: