Admin Specialist

POSITION PURPOSE

To organize and supervise all of the administrative activities such as building maintenance, fleet management as well as reception and travel desk services that facilitate the smooth running of the MARKET and GSC operations.

 

MINIMUM REQUIREMENTS

• University: University degree in Business Administration or equivalent
• Work Experience:5 years of experience in a similar position preferably with a multinational corporation, FMCG experience
  is a plus
• Languages & Computer Skills: Good in English, Ms Office literacy

 

FUNCTIONAL SKILLS

Excellent organizational skills, Excellent Follow-up skills, Excellent negotiation skills Strong analytical skills, Very good English Language, Ability to work under pressure Ability to handle multiple tasks at the same time efficiently and to work with a diverse staff.

POSITION DESCRIPTION

1-Supervise the maintenance of office areas and equipment as well as the layout, arrangement and housekeeping of office facilities:

• Organize office maintenance and repair work on a regular basis as per Company's procedures at all times.
• Oversee construction and renovation projects to improve efficiency and to ensure that the facilities meet environmental, health and security standards and comply with governmental regulations by also participating in architectural and engineering planning and design including space and installation management.
• Oversee the cleaning activities in all office areas to ensure compliance with Company standards at all times.

 

2-Manage security of company property and assets from fire, theft, vandalism and illegal entry:

• Handle the arrangement of insurance for 100% of the Company's fixed assets at all times.
• Control access to office areas according to Company security standards at all times.
• Coordinate upgrading of security measures and resolution of any security issues to ensure compliance with Company policies at all times

3-

• In collaboration with HRA Manager, control the budget of the Administration department by planning and administering expenditures for contracts, equipment and supplies to ensure alignment with budget at 0% tolerance at all times.

• Responsible for auditing all invoices related to the administration and insure relative to the contracts. Will also be responsible for the follow up on payments with the finance team to insure proper and accurate payments for all contracts.

 

4- Supervise travel desk activities as well as reception and driver services in a way to establish a high level of "customer satisfaction" among JTI employees:

• Manage the vehicle fleet including dispatch planning and management of driver's schedule to achieve smooth operation of the business at all times.
• Lead and control the travel desk and reception activities in a way to support effectively and consistently the business performance at all times

5-

• Collaborate closely with Department in order to develop, customize and implement Vehicle, Mobile Phone and Travel & Entertainment and other admin activities Policies and Procedures in line with Corporate requirements and Jordan regulatory framework.

• Responsible for all company institutional certificates issuance and maintenance (i.e. CR, GAM license, cars insurance, building insurance, assets insurance ...etc)

6-

• Provide technical/professional advice and knowledge to others within the various administrative areas and discipline.

• Handling third party contracts and suppliers that are related to all admin activities and get the feedback from the employees regarding that.

• Responsible to the satisfactory surveys for the entity regarding all admin services (i.e. security and cleaning).

• Responsible for all arrangements of company events and/or social activities events.

7-

• Responsible for all travel, hotel arrangements, ticketing, residence permits, visa and accommodation arrangements for all JTI-Jordan employees travelling abroad and all JTI employees who come to work in Jordan (i.e. IA and STA) and guests visiting Jordan.

• Responsible for admin function in MARKET and GSC which will require the employee to travel regularly between Market and GSC.

8.Perform any other tasks as given by the HRA manager