Reporting To: Head of HR and Admin

JOB PURPOSE Plan, direct, manage and coordinate administrative services of the

organization, such as employees transportation, housekeeping, catering, receptions and facilities maintenance which provided by the administration team or outsourcing companies..

RESPONSIBILITIES

Facilities Management 

Manage and deliver required service levels for a portfolio of facilities services under the leadership of more senior colleagues.

Work Scheduling / Allocation

Designs own monthly schedule and assigns work to other staff as needed in order to expedite office workflow and accomplish high-priority tasks.

Leadership and Direction

Supervise a team performing routine work.

Develops and/or delivers a plan for a specific area of responsibility by managing others. Identify and communicate the actions needed to implement the function's strategy and business plan within the business area or department; explain the relationship to the broader organization's mission, vision and values; motivate people to commit to these and to doing extraordinary things to achieve local business goals.

Building Capability

• Support development of personal capabilities by pursuing existing formal and informal training opportunities.
• Use the organization's formal development framework to identify the team's individual development needs. Plan and implement actions, including continuing professional development specified by professional or regulatory institutions, to build their professional capabilities.
• Provide informal training or coaching to others

Policy Development & Implementation

Support others by carrying out routine policy-related tasks.

Financial Management & Control

Track progress against budgets within established finance systems and report variances to more senior colleagues.

Stakeholder Engagement

Develop stakeholder engagement through identifying stakeholders, finding out their needs/issues/concerns and reacting to these to support the communication of business information and decisions.

TASKS

• Plan, administer, and control budgets for contracts, equipment, and supplies. Monitor the facility to ensure that it remains safe, secure, and well-maintained.
• Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations.
• Set goals and deadlines for the department. Acquire, distribute and store supplies.
• Manage facilities' spaces.
• Participate in architectural and engineering planning and design, including space and installation management.
• Manage travel desk services (airline tickets, hotel reservation, visa, etc.), and secure the lowest possible rates for corporate travel.
• Manage housekeeping by making sure all facilities are clean and tidy.
• Securing the lowest possible rates for corporate events' meals with the best quality.
• Manage outsourcing firms to support business administrative needs.
• Manage parking space allocation according to company policy and procedures. Plan, organize, or manage the work of subordinate staff to ensure that the work is accomplished in a manner consistent with organizational requirements.
• Direct activities related to dispatching, routing, or tracking transportation vehicles.
• Implement schedule or policy changes for transportation services.
• Monitor spending to ensure that expenses are consistent with approved budgets.
• Prepare management recommendations, such as proposed fee and tariff increases or schedule changes.
• Direct investigations to verify and resolve customer complaints.
• Conduct investigations in cooperation with government agencies to determine causes of transportation accidents, coordinate cleanup activities, or improve safety procedures.
• Direct or coordinate the activities of operations department to obtain use of equipment, facilities, or human resources.
• Analyze expenditures and other financial information to develop plans, policies, or budgets for increasing profits or improving services.
• Collaborate with other managers or staff members to formulate and implement policies, procedures, goals, or objectives.
• Plan or implement energy saving changes to transportation services, such as reducing routes, optimizing capacities, employing alternate modes of transportation, or minimizing idling.
• Direct staff performing repairs and maintenance to equipment, vehicles, or facilities.
• Develop or implement plans to improve transportation services control.
• Direct central load control centers to maximize efficiency and effectiveness of transportation services.
• Negotiate, authorize, or monitor fulfillment of contracts with equipment or materials suppliers.
• Evaluate transportation vehicles or auxiliary equipment for purchase by considering factors such as fuel economy or aerodynamics.
• Manage vehicles' maintenance.

BEHAVIORAL COMPETENCIES

Plans and aligns

Plans and prioritizes work to meet commitments aligned with organizational goals. For example, outlines clear plans that put actions in a logical sequence. conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.

Ensures accountability

Holds self and others accountable to meet commitments. For example, operates with a clear sense of responsibility; learns about, and adheres to, most policies, procedures, and work requirements. Takes steps to ensure work is done properly, communicates status, and addresses any errors.

For example, measures and tracks team's and own performance, and helps the team learn from success, failure, and feedback. Adheres to, and enforces, goals, policies, and procedures.

Drives results

Consistently achieves results, even under tough circumstances. For example, holds self to high standards of performance; sets some challenging goals; wants to achieve meaningful results; pursues initiatives/efforts to successful completion and closure. Focuses on key goals, even during setbacks and obstacles.

Communicates effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. For example, listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.

Directs work

Provides direction, delegating, and removing obstacles to get work done. For example, asks questions to understand the desired outcomes for the role; confirms accountabilities with others so that work can be done effectively and efficiently, informs stakeholders when there are delays or problems that will affect them.

Collaborates

Builds partnerships and works collaboratively with others to meet shared objectives. For example, encourages coworkers and external partners to work together as a team, and makes sure they get credit for doing so. Encourages people to share their honest views, responds in a non-defensive way when they do.

Manages complexity

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, quickly determines the most critical data and focuses analysis there; recognizes even subtle symptoms that indicate