Latest Jobs at Alfred and Victoria Associates

Job Summary & Purpose

• The office of the Administrative & Facilities Manager is established to coordinate the Firm’s administrative requirements;
• Oversee the care and maintenance of the Firm’s facilities and equipments; and ensure that the Firm’s offices are consistently conducive work environments for all members of staff.

Responsibilities

• Serve as the contact person for various office related concerns including: office bills processing and payment, vendor management, office facilities and equipments maintenances (servicing, repairs and replacements).
• Provide support to the offices in Abuja & Port Harcourt, by obtaining approvals for various office related expenses such as repairs, maintenances, purchases, and bills payment.
• Supervise the office assistants to ensure that the offices in Lagos are thoroughly and regularly cleaned.
• Co-ordinate intra-office movements.
• Manage the office supplies stock (provisions, stationery and other necessary items), and place orders when stock is low.
• Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking.
• Maintain an up-to-date inventory, and usage history of office stationery, provisions, and every item bought for the office.
• Monitor office equipment and arrange for repairs as necessary.
• Manage relationships with the firm’s vendors and suppliers.
• Negotiate cost estimates with vendors and seek the best value per price for the firm, by engaging with multiple suppliers before recommending a preferred vendor.
• Ensure that all items delivered, and services rendered to the Firm, are invoiced and paid on time.
• Book transport and accommodation arrangements for members of staff on official duty.
• Provide support to in-house or off-site activities for the firm, such as parties, celebrations, etc.
• Maintain and update a database of the Firm’s vendors.
• Develop procedures/ checklists and guides to set standards in the Admin & Facilities function.
• Implement and maintain the standards defined in the Admin processes and procedures/ checklist
• Organise the firm’s filing system for administrative files.
• Oversee building projects, renovations or refurbishments.
• Maintain an up to date record of all invoices, memos and receipts processed
• Develop and update office management policies as required.
• Conduct analyses on office expenses and submit to supervisor on a regular basis
• Prepare regular report on office expenses and maintenance/ repairs history.
• Prepare and analyse regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.

Key Performance Indicator ( KPIs):

• Administration – effectiveness in planning, organising and efficiently handling activities required and complying with instructions. (percentage delegated admin tasks that did not require rework/ follow-up; task completion ratio)
• Communication – effectiveness in providing relevant and timely information to the Firm’s management.
• Responsiveness – responsiveness in completing job tasks in a timely manner.
• (Percentage admin tasks performed on time; average time to procure).

Requirements

• Academic Qualification: A relevant Bachelor’s and / or Master’s Degree
• Professional Qualification: British Institute of Facilities Management (BIFM) or Institute of Leadership & Management (ILM) is an additional advantage.
• Experience: A minimum of 4 years industry experience

Key Skills:

• Ability to multi-task and prioritise work.
• Good time management skills.
• Attention to detail.
• Problem-solving skills.
• Proficiency in Ms Excel.
• Strong organisational and planning skills.
• Reliability and discretion.
• Adaptability.
• Communication, negotiation and relationship-building skills.
• Initiative and judgment.
• Good business writing skills.

Salary

• Very Attractive.

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Job Summary & Purpose

• The HR Manager works directly with the COO and the Managing Partner to implement and execute strategic and operational initiatives for the firm.

Responsibilities

• Develop and implement HR strategies and initiatives aligned with the firm’s overall business strategy.
• Develop, recommend and implement personnel policies and procedures;
• Prepares and maintains handbook on policies and procedures.
• Performs benefits administration to include claims resolution, change reporting, approving invoices for payment, annual re-evaluation of policies for cost-effectiveness, information activities program and cash flow.
• Develop department goals, objectives and systems.
• Implement and annually update the firm’s compensation program;
• rewrites job descriptions as necessary;
• conducts annual salary surveys and develops merit pool (salary budget);
• analyses compensation;
• Monitors the performance evaluation program and revises as necessary.
• Conduct recruitment effort for all required roles;
• Engages with supervisors to screen and interview candidates.
• Conducts reference checking.
• Extends job offers.
• Coordinate new-employee orientations.
• Monitors career-path program and employee relations counselling.
• Conducts exit interviews.
• Ensure planning, monitoring, and appraisal of employee work results by training supervisors to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counselling employees and supervisors.
• Establish and maintains department records and reports.
• Participate in administrative staff meetings and attends other meetings, such as seminars.
• Maintain organisational charts and employee directory.
• Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records.
• Evaluate reports, decisions and results of department initiatives in relation to established goals. Recommends innovative approaches, policies and procedures to effect continual improvements in efficiency of department and services.

Requirements

• Academic Qualification: A relevant Bachelor’s and / or Master’s Degree. Minimum of a 2:2 class of Degree.
• Professional Qualification: HR Certifications – CIPM, SHRM, GPHRM;
• Experience: Minimum of six (6) years’ work experience in human resource management.

Key Skills:

• Very strong people skills
• Comfortable use of MS office;
• Ability to find innovative solution to day-to-day HR problems;
• Proactive in determining HR needs for the firm
• Ability to provide hands on HR support for the firm
• Show adaptability, willingness to learn, and commitment to exceptional delivery;
• Good language skills;
• Good documentation skills;
• Able to multitask effectively;
• Effective time management skills;

Competencies:

• Business Acumen.
• Communication.
• Consultation.
• Critical Evaluation.
• Cultural Awareness.
• HR Expertise.
• Leadership & Navigation.
• Relationship Management.
• Ethical Practice.

Salary

• Very Attractive.