Assistant Manager Admin / Security

Reporting to the Executive Director, the Assistant Manager Administration/Security is overall responsible for the leadership, management, and supervision of the administration and security departments of the USEFP. The AM-Administration/Security organizes and coordinates office administration, policies and procedures to ensure organizational effectiveness, efficiency of the team, safety and security of the staff and the overall productivity of the office by ensuring a comfortable and secure working environment for the team. 

Duties and Responsibilities:

• Manage, Lead, and control the Administration Department effectively & efficiently to provide support and logistic services.
• Maintain  office discipline & decorum by implementing new policies and procedures.
• Supervise all administrative and security staff, including drivers
• Manage Office environment and ensure cleanliness.
• Run smooth & economical transport management.
• Arrange office furniture, stationery, office equipment & other fittings and fixtures.
• Manage inventory and all assets of the organization including insurance thereof.
• Arrange Hotel reservations.
• Effective and efficient admin and logistic support for meetings & workshops.
• Maintain and manage backup generators, alternative energy/ solar systems, fire extinguishers/ detection equipment/suppression systems, security cameras and alarm systems, heating and cooling systems, and other office equipment in coordination with the security in-charge, IT, and relevant contractors.
• Introduce and maintain efficient and effective control and documentation of incoming and outgoing mails, including courier services.
• Prepare and manage departmental budget. 
• Oversee management of new vendors, suppliers, and contractors- develops & manages contracts to ensure quality service delivery. 
• Liaise with utility services providers and local authorities such as CDA, LEAs, and other government departments and regulatory agencies, including USEFP’s legal advisors.
• Oversee management of leases/ rental agreements.
• Manage all the utility services including electricity, sui-gas, water supply. 
• Supervise and oversee the construction/civil works and furnishing of new premises in close coordination with the contractor and Project Director.  
• Maintain and upgrade USEFP Administration and Security Manuals 
• Dispose old inventory through auctions in line with the organizational policies
• Demonstrate leadership ability through performance management of administrative staff ensuring the team’s professional development and growth.  
• Any other duties and tasks assigned by the Executive Director or its designee.

The above is not an exhaustive list of duties. Additional duties & tasks may be assigned due to the evolving nature of the job and changing environment to meet the overall business objectives. 

Knowledge, Skills, and Competencies:

• Mission-driven, articulate professional with substantial finance and administrative management experience.
• Keen analytical, organization, and problem-solving skills which support and enable sound decision-making.
• Proven strength in building and sustaining supportive relationships and persuasively communicating organizational goals and needs.
• Hands-on experience in security technologies, incident management software and other security-related equipment such as access control systems, CCTV surveillance, fire fighting systems, smoke detection systems, public address systems, intrusion alarm systems, under-vehicle inspection systems and building management systems.
• Strong human resource management experience; ability to supervise, mentor and engage staff members, inspire credibility and confidence and build consensus.
• Prior experience with Grant/Departmental budget management.
• Technology savvy and specific knowledge of accounting and reporting software.
• Demonstrated capacity to think strategically, with expertise in complex problem solving, decision making, and critical thinking skills, and displays good judgment.
• Advanced Excel skills.
• Fluency in English, written and oral. Abilities in a second language are preferred.
• Multi-tasking with the ability to prioritize work
• Ability and willingness to travel between cities as/when required.

Education and Experience:

• Master’s degree in Business Administration or related field.
• At least 10 years of relevant experience, out of which five years must be at a supervisory & managerial level.
• Professional certification in Administration, Security , Health & Safety or related area is a plus.