Sr. Manager – Facility Management & General Administration - Central Africa
Dharmendra Chauhan
Experience: 12-15 Years of Experience in Facility Management & General Administration
Local Language (French) is Mandatory, Africa or DRC Exposure is additive advantage
This role requires to take ownership of the operational delivery of administrative services, ensuring that quality service is provided to all associates and stakeholders in line with the business's policies, procedures, and legislative requirements. The responsibility areas will include Facilities Management, workspace planning, Travel Management, Housekeeping, Contract Staff, Canteen, VISA, Township Management. Overseeing relevant vendor management, outsourcing and in-licensing practices would also fall under this purview. In addition, person would be expected to manage budgets, determine operational or procurement best practices and optimize costs for supplies and services.
Job Duties and Responsibilities:
· Handling complete facilities and infrastructure set up including repair and maintenance. Maintaining the office space property, keeping the general amenities in view and facility. Organizing various events with regards to the organization culture and employee engagement.
· Owning the operational management model of the cafeteria, all pantries, canteen and break out areas. Contributing to plans for renovation, relocation, & other activities related to physical facilities for the departments. Responsible for the housekeeping & handling the manpower.
· Providing necessary support & guidance for managing site events for internal and external stakeholders. Managing workspace furnishings, cabling, electrical, mechanical, plumbing, movers and carting as well as township management and their upkeep and administrative control over employee cars as well as accommodations. Ensuring all events to be planned well.
· Lead the site-wide HRMS teams in managing the day-to-day activities to support the HR, payroll and other interrelated functions. Be the custodian for HRMS process manual and policies, lead process improvement initiatives and establish asset management guidelines for the HRMS teams. Overseeing associate integration - engagement, communication, query redressal and benefit administration. Providing direction for sustenance of a cost-effective HRMS and promoting proactive HRMS solutions for business requirements. Negotiating priorities and support requirements with the IT department, functional staff at the site locations and others as appropriate. Provide overall prioritization of work assignments and management of functional team resources and their activities. Plan, budget and forecast HRMS needs and applications. Maintain awareness of vendor plans and the potential impact of those plans on current and future HRMS functionality
· Maintaining an inventory of all infrastructure assets for the office facility (non-IT). Ensuring the asset-inventory is updated regularly and overseeing procurement requests for the same. Managing the use of assets to ensure optimum materials inventory management. Workspace Management, Managing workstation and office space assignments for all associates. Ensuring that workspaces are being used aptly and sufficient space is allocated as per needs of various functions
· Overseeing processes for transport management and travel logistics, for domestic & international travel of associates. - Ensure clear policies are in place for all aspects of business travel as required by the company. Ensure smooth functioning of office services - including courier or dispatch management, conference room booking - and maintenance of requisite bill books, registers and records for such services. Oversee network administration and manage telecommunication systems. Supervise timely procurement of stationery, printing material and other office equipment.
· Monitoring the function of security officers as required, conducting a security survey of the site with respect to manpower and technology deployment. Handling security credential processes and ID cards to the employees for proper mobility within the office premises. Overseeing associate integration - engagement, communication, query redressal and benefit administration. Responsible for coordinating with office support staff leadership for requisite training to staff. Internal Interactions. Coordinating with other functional groups as required for ensuring efficient operational delivery. External Interactions .Maintain relationship and liaison with local authorities, managing vendors and partners.
· Commitment to provide the best customer service. Proactive mind-set, with an orientation to deliver results in an agile manner. Cost consciousness, in line with our culture of being economic value creators. Strong decision making skills with ability to maintain confidentiality. Ability to engage and collaborate with others