Job Overview

• Manage general administration activities effectively and maintain records of day-to-day operations.

• Undertake the responsibility of sourcing, procuring, and managing office supplies, facilities, and amenities.

Key Responsibilities

• Manage day-to-day administration and control expenses related to maintenance, utilities, communications equipment, and hospitality services.

• Ensure the upkeep and maintenance of office furniture, fixtures, and equipment, and represent the administration team during audits.

• Maintain and manage all communication systems including video conferencing, telephones, and mobile devices.

• Oversee the implementation of contracts negotiated with service providers.

• Provide stationery, food, and corporate gifts based on requests from business units and management.

• Maintain records of utility bills, vendor invoices, and other expenses to ensure timely processing and payment.

• Process material management payments through SAP.

• Ensure compliance with VFAR and purchase policy in invoice processing.

• Manage petty cash for day-to-day expenses, prepare vouchers, and report on payments to vendors.

• Collaborate with employees, vendors, and service providers to address procurement, repair, and maintenance needs.

• Maintain proper documentation of reports, audits, contracts, and other administrative records.

• Ensure compliance with ISO 14001 and implement measures to preserve the environment by managing energy consumption and waste.

• Adhere to the code of conduct and follow VFS Administration Standard Operating procedures.

• Protect sensitive information by adhering to VFS' Global information security policies and procedures.

• Monitor compliance of shops and licenses and ensure timely renewal of vendor contracts.

• Respond to inquiries, troubleshoot issues, and maintain stakeholder satisfaction.

• Manage the timely renewal of maintenance contracts.

• Oversee the handover and takeover of premises, obtaining clearance certificates during transitions.

Additional Responsibilities

• Support the organisation's sustainability initiatives and contribute to achieving established targets.

• Promote judicious use of natural resources.

• Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines.

• Execute special assignments/projects assigned by reporting manager.

Desired Candidate Profile

Education

• Graduate/ Postgraduate degree or global equivalent in Business Administration or another related field.

Experience

• 5 – 10 years of relevant experience in Administration and Facility Management.