Job title: Operations and Admin Associate
Company:
Job description: Job Description :1. Office Administration & Compliance
- Manage the day-to-day administrative functions of the Nigeria office, ensuring operational efficiency.
- Oversee document control and record-keeping for permits, contracts, invoices, and other critical business documents.
- Coordinate with government agencies and regulatory bodies to facilitate business permits, tax filings, operational licenses, and statutory compliance.
- Maintain an organized and well-functioning office environment, including office supplies, utilities, and workspace management.
- Assist in human resource administration, including payroll processing, staff documentation, and onboarding logistics.
- Prepare and manage internal and external communications, including correspondence with vendors, government agencies, and clients.
- Schedule and coordinate meetings, travel arrangements, and appointments for senior executives and field engineers.
2. Procurement & Vendor Management
- Source and procure spare parts, materials, and services required for ongoing engineering projects.
- Identify and negotiate with local and international suppliers, ensuring cost-effective purchasing and adherence to company standards.
- Monitor inventory levels and track stock movement and spare part consumption.
- Process purchase orders, invoices, and vendor payments in coordination with the finance team.
- Maintain and update the supplier database, ensuring access to reliable vendors for future needs.
- Support import/export processes, customs clearance, and logistics planning.
3. Logistics & Operational Support
- Coordinate transportation and logistics for project materials, ensuring timely delivery and minimal downtime.
- Manage fleet operations, including scheduling, fuel tracking, and vehicle maintenance.
- Ensure on-time dispatch of spare parts, tools, and technical resources to field engineers and project sites.
- Work closely with project managers to track operational performance, project timelines, and service delivery efficiency.
4. Business Development & Sales Support
- Assist the Business Developer in preparing quotations, proposals, and invoices for potential clients.
- Conduct market research to identify suppliers, cost-saving opportunities, and competitive pricing strategies.
- Support the preparation of bid and tender documents, ensuring alignment with submission requirements.
- Maintain client engagement records, ensuring timely follow-ups, contract renewals, and service agreements.
5. Reporting & Performance Tracking
- Prepare weekly and monthly reports on procurement activities, inventory updates, and operational progress.
- Track vendor performance metrics, ensuring compliance with service level agreements (SLAs).
- Maintain financial documentation for operational expenses, providing analysis for cost optimization.
- Report on regulatory compliance status, ensuring the organization adheres to all statutory obligations.
RequirementsTechnical and Functional Skills:
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Experience with ERP and procurement management systems.
- Familiarity with supply chain and inventory management best practices.
- Knowledge of Nigerian procurement laws, business regulations, and compliance processes.
- Experience in logistics coordination and fleet management.
- Understanding of contract management, tender preparation, and vendor sourcing.
Academic Qualifications
- Bachelor’s degree in Business Administration, Procurement, Operations Management, or a related field.
Relevant Experience
- 3-5 years of experience in procurement, operations, or office administration in an engineering or industrial setting.
- Experience in sourcing spare parts, equipment, and technical materials is an advantage.
- Strong background in regulatory compliance, business permit processing, and documentation management.
- Prior experience working in a fast-paced, multinational business environment is highly desirable.
Expected salary:
Location: Lagos, Lagos State
Job date: Sat, 12 Apr 2025 04:32:16 GMT