Administrative Services Officer

Job Purpose
Ensure efficient management of facilities, assets, and procurement activities to support business continuity and operational efficiency by supervising related administrative operations and enforcing approved policies and procedures to ensure service quality.
 

Key Duties

• Supervise the management and maintenance of the facility’s buildings and infrastructure, ensuring full operational readiness.
• Oversee fixed asset management (registration, tagging, inventory, and disposal when required).
• Coordinate procurement and tendering processes in accordance with internal policies and regulations.
• Prepare and review contracts with suppliers and service providers, and monitor their implementation.
• Monitor the budgets for procurement, maintenance, and facilities, ensuring compliance and cost control.
• Develop and implement performance improvement plans for administrative services and facilities management.
• Manage work teams and vendors to ensure service quality and efficiency.
• Track key performance indicators (KPIs) for administrative services and submit periodic reports to senior management.
• Apply occupational health and safety standards across all facility and maintenance operations.
• Contribute to the development and periodic updating of administrative policies and procedures.
  Key Activities
• Prepare preventive maintenance schedules and ensure proper implementation.
• Manage contracts with service providers (cleaning, security, maintenance, transportation, etc.).
• Coordinate with other departments to meet their procurement and asset requirements.
• Analyze quotations and recommend the best offers based on quality and cost criteria.
• Follow up on procurement procedures from request for quotation to receipt of materials/services.
• Supervise annual asset inventory processes and verify record accuracy.
• Prepare periodic reports on the status of facilities, assets, and procurement activities.
• Contribute to emergency and business continuity plans related to facilities and services.