Administration Manager

Role and Responsibilities:

Office Management

• Managing outsourced contract services for Housekeeping, pantry, Reception, driver, and other areas for effective service delivery.
• Drafting of SLA for the outsourced staff and ensure its adherence.
• Allocating duties to the outsourced staff.
• Streamlining the office opening and closing arrangements and monitor office keys movements and record. Ensure the office is securely guarded all the time.
• Ensure office stationery, pantry and utility items are standardized, sufficiently stocked and issue system are in place.
• Office lease is effectively monitored to ensure it is valid and fully operational at any point of time.
• All staff have good sitting places and have sufficient furniture for smooth functioning.
• Office has a clean and presentable workstation and common places.
• Office pantry/ cafeteria is well managed, and all items are properly stocked and utilized.
• Assist in coordination for the new office identification, renovation/ refurbishment, and ope rationalization.
• Assist in office seating space modification and optimization.
• Maintaining trouble free utility services and timely payment to the service providers for Water, Electricity, Telephone, Data cards, Internet, and other utility services.
• Perform morning floor walk to ensure office is ready to use in all respects- Air conditioning is working, equipment is functional, office is neat and clean etc.
• Assist in preparation of annual budget forecast.
• Plan and execute office renovation and repair work.

Storage and record management:

• Office storerooms are optimally utilized and managed for stocking assets and records.
• Office collateral and other Files and important documents are properly entered into the stock system.
• Office stationery, pantry and utility items are properly recorded and utilized.
• Office Financial, HR, Admin and Procurement records are properly stored and managed for easy retrieval.

Visitor and Guest management:

• The guest escorting system is functioning efficiently, including vehicle parking and coordination.
• System to be in place for welcoming guests and extending best hospitality.
• Visitor entry records are effectively managed.
• Ensure safety protocol is followed for guests.
• Pickup and drop arrangement for the guest is arranged, wherever needed.
• Guests relations are maintained from end to end.

Asset and Inventory Management:

• FAR and Inventory register is updated and managed properly.
• Physical verification of Assets is done regularly by third party and record is kept for reference.
• All the assets movement is recorded in the FAR and any assets moving out of the office premises needs to be done through Returnable and Non-returnable Gate Pass system.
• Assets are properly tagged and recorded in the FAR.
• Initiate the procurement and disposal process of the assets as per laid down procedures and policy.
• Timely update of the asset list and ensure that relevant insurance is in place.
• Assets transfer and loss is properly recorded, and insurance claim settled for lost assets.
• Facilitate smooth audit for the department.
• Prepare a record of Lease agreement with various premises
• Timely renewals of premises lease/Rent Agreements

Coordination with government bodies:

• Coordination with Ministries and government agencies to ensure smooth transition in the change in legal status of the organization to international organization.
• Assist in expat staff registration, security and privilege services to IO and any other actions required for the smooth running of an International Organization.

Claim Management:

• Coordination with hospital, new hospitals with proper communication to make relationship to further extension.
• Supervising the claim teams and involvement in the negotiation.
• SCM and coordination with ZOCA -Zonal Claim Department and Team
• Networking hospitals- Preparing the new tie ups with the hospitals and reviving of the new agreement on timely basis.
• Coordination with legal team
• Ombudsman Claim & management