1. Purpose of the Position
The Administration Manager is responsible for planning, organizing, and supervising all administrative services to ensure efficient project operations. The role includes management of office administration, camp facilities, transportation, security, accommodation, document control, logistics coordination, and support services while ensuring compliance with company policies and applicable laws.
2. Key Responsibilities
Administration Management
- Develop and implement administrative policies and procedures.
- Ensure efficient operation of project offices and site facilities.
- Manage office supplies, equipment, and administrative budgets.
- Maintain administrative records and filing systems.
Camp & Facility Management
- Supervise staff accommodation, catering, housekeeping, and camp maintenance.
- Ensure health, hygiene, and sanitation standards are maintained.
- Coordinate maintenance of offices, warehouses, and residential facilities.
Fleet & Transportation
- Manage company vehicles and transportation schedules.
- Monitor fuel consumption, maintenance, and vehicle documentation.
- Ensure compliance with traffic regulations and company transport policies.
Security Management
- Coordinate site security operations.
- Supervise security contractors and guards.
- Develop emergency response and access control procedures.
- Investigate security incidents and recommend corrective actions.
Procurement & Logistics Support
- Coordinate administrative procurement requests.
- Support logistics for equipment, office materials, and project personnel.
- Maintain inventory of administrative assets.
Human Resources Support
- Coordinate staff onboarding and accommodation.
- Maintain employee records related to administration.
- Support HR with travel arrangements, visas, and employee welfare activities.
Contract Administration
- Monitor contracts for catering, cleaning, security, transportation, and facility maintenance.
- Evaluate contractor performance.
- Verify invoices before payment processing.
Budget Management
- Prepare annual administrative budgets.
- Monitor administrative expenditures.
- Identify cost-saving opportunities.
Compliance
- Ensure compliance with company policies.
- Ensure compliance with labor laws and local regulations.
- Support internal and external audits.
Health, Safety & Environment (HSE)
- Promote compliance with HSE standards.
- Ensure safe working and living conditions.
- Participate in emergency preparedness activities.
3. Deliverables
- Efficient administrative support for project operations.
- Well-maintained offices and accommodation facilities.
- Secure project site and controlled access.
- Effective fleet and transportation management.
- Timely procurement and logistical support.
- Monthly administration performance reports.
- Budget monitoring reports.
- Updated asset and inventory records.
