TITLE : Administration Manager
DEPARTMENT: Administration (Corporate Services Department)
SUMMARY:
Administration Manager is responsible for providing day-to-day administrative services in order to support PSI Lesotho operations.
The position is based in Maseru, reports to the Deputy Country Representative and supervises the Administration Officer and Fleet Officer.
Main objective off the position:
The incumbent will provide efficient and cost-effective administrative field support services for PSI/Lesotho in the areas of facilities, fleet, asset and contracts
management. The incumbent is responsible for directing the activities of
subordinate staff in the coordination and management of various administrative activities for PSI Lesotho. The individual will excise considerable independent judgment to select proper courses of action. The work requires knowledge of both PSI and donor/funder policies, procedures and regulations. Support operations by supervising staff; planning, organizing, and implementing administrative systems.
Facilities Management:
1.1.Identify office space, negotiate and manage leases and rentals for all PSI
offices including sites and residential places for Expatriates
1.2.Manage the provision of adequate resources and facilities for all PSI offices
1.3.Liaise with landlords when lease come to an end or donor funding withdraws to close sites; renew leases when and where due, as necessary.
1.4.Communicate with the relevant service provider for the disconnection of telephone systems, internet, security systems etc
1.5.Manage the provision of adequate security for office and expatriate
residences (CR, TA and other expatriates)
1.6.Ensure a healthy, safe and secure environment for PSI staff and property
1.7.Ensure adequate storage for furniture etc at the warehouse and/or at head office.
1.8. Perform periodic inspections of equipment by a qualified individual,
including first aid kits, smoke alarms, fire extinguishers, intruder alarms etc.
Information and Communication management:
2.1.In collaboration with the ICT Manager, manage the telecommunication
system of the organization
2.2.Communicate with the relevant service providers for the connection and disconnection of telephone systems, internet, security systems etc as
appropriate for sites, warehouses and expatriate residences
2.3.Manage cell phone contracts and Airtime purchases for legible staff and
Telecom Management Information System and ensure that systems are in
place for new applications and cancellations.
2.4.Manage the use of the photocopier and the land telephone line and develop reports for allocation of related costs
Fleet Management:
3.1.Advice management on whether to lease or buy what type of vehicles and how they are to be equipped
3.2.Ensure PSI fleet roadworthiness to ensure availability of transport for PSI operations
3.3.Oversee proper keeping of vehicle files e.g. filing of vehicle documents and donor approvals
3.4.Ensure compliance of the company with government regulations that have to do with the transportation industry
3.5.Take preventive measure to ensure safety of vehicles and drivers too
3.6.Ensure adherence to fleet management tools, e.g. Vehicle Logbook, Petrol requisition book, Fleet Management systems
3.7.Monitor fuel purchases by administering fuel cards for all vehicles to
regulate costs.
3.8.Ensure PSI is properly billed for vehicle transport services
3.9.Submit comprehensive monthly fleet reports to management for
appropriate actions
3.10. Develop a disposal proposal and lead the sale and/or auction of used
vehicles as at when due
Asset Management:
4.1.Oversee the maintenance and management of the Asset Register.
4.2.Manage the company insurance portfolio so that all Assets are insured
4.3.Process claims for loss of Assets and follow up on the proceeds from
insurance company.
4.4.Plan asset disposal operations
4.5.Oversee annual Asset verifications and tagging.
4.6.Manage the Asset Transfer Process between offices
4.7.Plan and manage security measures for safekeeping of all assets.
4.8.Liaise with the relevant HQ staff and auditors during audit times.
Oversees Administration staff activities and Development:
5.1.Assign duties to administrative staff and manage and monitor their activities
5.2.Appraise the performance of administrative staff
5.3.Provide support in developing subordinate staff
Ensure that expatriates who work and/or visit PSI/Lesotho have legal
documentation.
(This list is not exhaustive; the position holder may be required to perform other assignments apart from those mentioned here)
EDUCATIONAL QUALIFICATIONS:
Degree in Public/Business Administration or equivalent
Seven (7) years relevant experience with 5 years playing a supervisory role
KEY COMPETENCIES:
- Excellent written and verbal communication skills
- Excellent interpersonal skills
- Proven Excellent planning and organizing skills
- Proven Time management
- Customer service orientated
- Good problem-solving skills
- Established Tolerance for stress
- Team building skills
- People management
- Should hold a valid driver’s license
HOW TO APPLY:
Interested candidates should send a cover letter, resume/curricula vitae (CV) to email address above, list of 3-5 professional references (with contact information, supervisory references preferred), certified passport or ID copy and certified copies of all academic degrees/ certificates to the Senior Human Resources Manager, PSI Lesotho, 138 Moshoeshoe Road, Industrial Area, Maseru, P.O Box 15863. While all application submissions will be reviewed and considered, only the most qualified candidates will be contacted for interviews.
The application submission deadline is 12:00 p.m. local time on Friday, 4th December, 2020. Please note that late applications will not be considered.