Assistant Administrative Manager

Job Description

Overview of the role:To manage the provision of high quality and sustainable administrative support to all AFET businesses. Todrive the smooth running of business operations and delivery of strategic objectives. Supports operations by supervising staff;planning, organizing, and implementing administrative systems.ÿWhat you will do:Key Accountability 1: People & BenefitsResponsible for :? Management of Admin team across region, including orgstructure/gaps/solutions.? Provide supplies by identifying needs for reception, switchboard, mailroom, andkitchen; establishing policies, procedures, and work schedules.? Attendance monitoring for AFET employees? Verify/maintain all assets issued? Inventory- all assets- reissue? EIT monthly charges Vs provision? EIT assets issuance based? Maintain iPhone issued? Monitor monthly EIT chargesÿKey Accountability 2: TransportResponsible for :? Ensure that system and process are in place for general admin support includingactions/documents/approval required for company vehicles relating to newpurchases/renewal/repairs & maintenance/disposal and transfers as per Policies.? Ensure that required approvals are in place for payments/fines and motoraccident claims etc.etc.in most efficiently manner without disturbance to thebusiness.? Management of Company Vehicles deployed in the Division & control ofTransport Costs? Manage the entire process with the relevant authorities and Police in case ofvehicle accident as per the Group set guidelines.? Manage the entire process with the relevant authorities and Police in case ofvehicle accident as per the Group set guidelines.? Create/Streamline process and guidelinesÿKey Accountability 3: Labour CampsResponsible for :? Plan and execute initiatives around employee welfare for staff living in camps incoordination with HRBPs. Manage Employee Communication and Feedback withstaff living in camps and villages across region.? Be a focal point of contact for employee relations issues of staff living in camps toGroup Admin team as well as HR Business Partners.? Management of Company Camps / Buildings as per requirements of Municipality& Labour Law.? Conduct camp audits? Set KPI?s for camps? Create processes for camp selection and maintenance? Manage stakeholders.ÿKey Accountability 4: General AdminResponsible for :? Initiate timely negotiation of rents with landlords of Commercial Properties/advertising signage etc. of all SBUs under AFET.? Execute Plans related to facilities developments and opening of new showroomsand assist Project Manager?s for acquiring approvals from Municipalitiesetc. for timely completion of projects in most efficient and cost effective mannerand monitor the renewal in consultation with Group Admin.? Ensure timely renewal of documents with close coordination with SBU heads andGroup Legal Department and also initiate action/approvals for Trade documentsneeded for new locations? In coordination with Group admin team manage the application, Cancellation &Issue of Access Passes for all employees working in restricted areas as part ofProjects.? Leads AFET Compliance with all existing Governmental and Labor Legalrequirements including any related to Disabilities, Occupational Injuries, WorkmenCompensation, Insurance Claims and the Occupational Safety in closecoordination with HRBPs and Group Admin team.? Provides communication systems by identifying needs; evaluating options;maintaining equipment; approving invoices.? Evaluating the effectiveness of Admin Service delivery team and updatingprocesses and procedures accordingly.? Developing systems and processes to enable continuous improvement in adminsupport, forward planning and cost savings.? Devise process and timelines for renewal of licenses/documents/registrations? Maintain Office Premises for AFET? Adhere to the company QHSE policy at all times.? Internal Stakeholder management - Directors and Business Heads, Head of HREET, HRBPs, Finance Team, Group Admin Team, Group Legal Team.? External Stakeholders Government Authorities, Hospital, Police andSuppliers

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