Head, Administration at CEESOLAR Energy Limited

Ceesolar is an indigenous company located in Jabi, Abuja. We specialize in four major business segments which are: Construction of Mini-grid, Commercial and Industrial Solar, Advisory and Consultancy Services & Energy systems deployment.

We are recruiting to fill the position below:

Job Title: Head, Administration

Location: Abuja
Job type: Full-time (On-site)

Job Overview

• We are is seeking an experienced Administrative Head to oversee the daily support operations of our organization and to design streamlined administrative procedures.
• In this role, you will lead a team and ensure the efficient execution of a broad range of administrative tasks across multiple units.
• The ideal candidate will possess exceptional communication and organizational skills, with a deep understanding of unital processes and policies.

Responsibilities

• Serve as the central authority for receiving and distributing all official documents on behalf of the organization, ensuring each document is routed to the appropriate officer or department in a timely and organized manner.
• Manage all email correspondence sent to the company's general email, responding promptly to inquiries, forwarding emails to relevant units, and ensuring communication is handled with professionalism and efficiency.
• Ensure that all incoming and outgoing documents are securely stored, archived, and easily retrievable when needed, adhering to confidentiality and compliance standards for sensitive documents.
• Handle all flight bookings and travel arrangements for employees and executives, ensuring quick response to travel requests in line with the fast-paced nature of the business.
• Ensure travel documents, accommodation bookings, and itineraries are properly managed and communicated to traveling staff, optimizing travel efficiency and minimizing delays.
• Accurately calculate and manage per diem payments for staff traveling outside their station, ensuring timely processing and adherence to organizational travel policies.
• Verify that all travel expenses and per diem allowances comply with company standards and are processed within the appropriate timelines.
• Lead the procurement process by ensuring that all purchases are competitive and cost-effective. A minimum of three quotations must be collected for each procurement to facilitate thorough vendor negotiations.
• Establish and maintain strong working relationships with vendors through consistent communication, performance monitoring, and feedback to ensure the timely delivery of goods and services.
• Oversee vendor contracts, ensuring they meet company standards and deliver value, while continuously identifying and evaluating new vendors to support organizational growth.
• Oversee the management of office supplies by monitoring stock levels, anticipating shortages, and placing orders as needed to ensure smooth operations.
• Ensure that office supplies and related expenses are managed within the set budget while maintaining cost-effectiveness without compromising quality.
• Implement informal inventory systems to track usage, ensuring that office assets are properly accounted for and well-maintained.
• Oversee the day-to-day operations of the office, ensuring that the work environment is clean, organized, and fully equipped to support productivity.
• Conduct regular checks on office equipment, including internet devices and communication tools, troubleshooting issues proactively to minimize downtime and maintain seamless operations.
• Proactively identify any emerging needs or potential issues within the office environment, recommending and implementing solutions that enhance overall operational efficiency.
• Lead and mentor the administrative staff, providing guidance and fostering a culture of teamwork, accountability, and high performance. Ensure that all administrative functions are aligned with the organization's goals and objectives.
• Develop, update, and enforce administrative policies and procedures to ensure the efficient operation of the organization. This includes setting standards for documentation, procurement, office maintenance, and communication.
• Serve as the key liaison between units, ensuring that administrative support is provided consistently and that inter-departmental communication and workflow are streamlined.
• Ensure compliance with all regulatory requirements in documentation, procurement, and office management, implementing best practices to reduce organizational risk.
• Develop and implement contingency plans for administrative challenges, including document loss, vendor delays, or equipment malfunctions, to minimize disruption to business operations.
• Provide administrative support to management and staff, including handling correspondence, scheduling meetings, and making travel arrangements.
• Manage office supplies and equipment, ensuring adequate stock levels and coordinating maintenance and repairs as needed.
• Assist with the organization and execution of company events, meetings, and conferences.
• Maintain and update filing systems, databases, and records, both electronic and physical, ensuring accuracy and confidentiality.
• Prepare and distribute internal communications, memos, and reports as directed.
• Coordinate with external vendors, suppliers, and service providers to fulfil office needs and requirements.
• Serve as a point of contact for internal and external inquiries, providing information and assistance.
• Oversee office facilities and ensure they are well-maintained and equipped.
• Assist with special projects and initiatives as assigned by management.

Qualifications

• Bachelor's Degree in Business Administration, Public Administration, Management, or a related field.
• A Master’s degree in Business Administration or professional certification (MBA is a plus)
• Proven experience of 3-5 years in a senior administrative or managerial role.
• Experience in managing teams and overseeing office functions such as procurement, budgeting, and facilities management.
• Strong leadership and supervisory abilities to guide administrative teams and ensure smooth daily operations.
• In-depth understanding of office management processes, procedures, and protocols.
• Proficiency in handling tasks such as scheduling, record-keeping, and communication across departments.
• Experience in managing vendor relationships, contract negotiation, and procurement activities.
• Ability to ensure cost-effective purchasing and timely delivery of office supplies and services.
• Ability to prepare and manage office budgets, control costs, and oversee financial reporting for administrative operations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software for report generation, presentations, and communication.
• Excellent verbal and written communication skills for interacting with executives, employees, and external partners.
• Strong interpersonal skills to build rapport and maintain professional relationships within and outside the organization.
• Attention to detail to ensure accuracy in documentation, scheduling, and office procedures.
• Familiarity with applicable laws and regulations, including labor laws, safety standards, and administrative protocols.
• Ability to work well within cross-functional teams and coordinate activities between departments to ensure alignment with organizational goals.

Application Closing Date
4th December, 2024.

How to Apply
Interested and qualified candidates should send their Resume and a compelling Cover Lletter detailing their qualifications to: recruitment@ceesolar.com using the Job Title as the subject of the email.