Deputy Manager Admin

Position Title

Deputy Manager-Administration

Level

P4 (DM Equivalent Grade)

Reporting to

Regional Manager – Administration

Geographical Location

Varies depending on location

Job Overview

The Deputy Manager - Administration will be responsible for managing general administration activities effectively and maintain records of day-to-day operations. Additionally, this role involves undertaking the responsibility of sourcing, procuring, and managing office supplies, facilities, and amenities.

Duties & Responsibilities

• Manage day-to-day administration and ensure cost control for regular expenses.
• Maintain furniture, fixtures, and other office equipment.
• Represent the admin team in audits.
• Maintain all communication equipment including Video Conferencing, telephones, mobiles, telephone lines etc.
• Ensure implementation of contracts negotiated with service providers.
• Provide stationery, food, corporate gifts, etc. as per requirement by Business Units/ Management.
• Maintain records of bills and ensure timely payment.
• Process bills for payments and maintain receipts of invoices.
• Process material management payments through SAP.
• Ensure compliance to VFAR while processing invoices for payments and to purchase policy.
• Manage petty cash requirements.
• Co-ordinate with employees, housekeepers, vendors etc. for procurement, repair & maintenance of day-to-day office facilities.
• Ensure proper bookkeeping of reports, audits reports and documents.
• Ensure compliance with ISO 14001 and maintain premises to preserve the environment.
• Ensure adherence to code of conduct and ensure process implementation as per VFS Administration SOP/manuels.
• Ensure compliance with VFS' Global’s information security policies and procedures.
• Ensure compliance of shops and license certifications and timely renewal of vendor contracts for all VAC's.
• Respond to inquiries, troubleshoot, and ensure internal customer satisfaction.
• Ensure timely renewal of maintenance contracts.
• Manage handover of premises on expiry of lease and takeover of premise.
• Assist in the sale of old company cars and other assets.
• Assist and supervise refurbishment projects.

Environment, Social & Governance

Promote judicious use of natural resources.

Adhere to the organization's environment, health, and safety policies, objectives, and guidelines.

Anti Bribery Management Systems (ABMS)

Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual.

• Understanding of ethical standards and the importance of integrity in business practices.

Education

Graduate/ Postgraduate degree or global equivalent in Business Administration or another related field.

Experience

2-4 years of relevant experience.

Critical Competencies

Behavioral Competencies

• Proficiency Level
• Communication
• Digital Fluency
• Diversity, Equity, and Inclusion Orientation
• Personal and Professional Development
• Leadership
• Entrepreneurship
• Quality & Service Orientation
• Teamwork and Collaboration
• Delivering Results

Functional Competencies

• Proficiency Level
• Liaisoning
• House Keeping
• Stationery Management
• Procurement

Click here for VFS Global equal opportunity clause