Head, Administration Job at Ceesolar

Ceesolar is an indigenous company located in Jabi, Abuja. We specialize in four major business segments which are: Construction of Mini-grid, Commercial and Industrial Solar, Advisory and Consultancy Services & Energy systems deployment.

We are recruiting to fill the position below:

Job Position: Head, Administration

Job Location: Abuja
Job type: Full-time (On-site)

Job Overview

• We are is seeking an experienced Administrative Head to oversee the daily support operations of our organization and to design streamlined administrative procedures.
• In this role, you will lead a team and ensure the efficient execution of a broad range of administrative tasks across multiple units.
• The ideal candidate will possess exceptional communication and organizational skills, with a deep understanding of unital processes and policies.

Responsibilities

• Serve as the central authority for receiving and distributing all official documents on behalf of the organization, ensuring each document is routed to the appropriate officer or department in a timely and organized manner.
• Manage all email correspondence sent to the company's general email, responding promptly to inquiries, forwarding emails to relevant units, and ensuring communication is handled with professionalism and efficiency.
• Ensure travel documents, accommodation bookings, and itineraries are properly managed and communicated to traveling staff, optimizing travel efficiency and minimizing delays.
• Accurately calculate and manage per diem payments for staff traveling outside their station, ensuring timely processing and adherence to organizational travel policies.
• Ensure that all incoming and outgoing documents are securely stored, archived, and easily retrievable when needed, adhering to confidentiality and compliance standards for sensitive documents.
• Handle all flight bookings and travel arrangements for employees and executives, ensuring quick response to travel requests in line with the fast-paced nature of the business.
• Verify that all travel expenses and per diem allowances comply with company standards and are processed within the appropriate timelines.
• Lead the procurement process by ensuring that all purchases are competitive and cost-effective. A minimum of three quotations must be collected for each procurement to facilitate thorough vendor negotiations.
• Establish and maintain strong working relationships with vendors through consistent communication, performance monitoring, and feedback to ensure the timely delivery of goods and services.
• Oversee vendor contracts, ensuring they meet company standards and deliver value, while continuously identifying and evaluating new vendors to support organizational growth.
• Oversee the management of office supplies by monitoring stock levels, anticipating shortages, and placing orders as needed to ensure smooth operations.
• Ensure that office supplies and related expenses are managed within the set budget while maintaining cost-effectiveness without compromising quality.
• Implement informal inventory systems to track usage, ensuring that office assets are properly accounted for and well-maintained.
• Oversee the day-to-day operations of the office, ensuring that the work environment is clean, organized, and fully equipped to support productivity.
• Conduct regular checks on office equipment, including internet devices and communication tools, troubleshooting issues proactively to minimize downtime and maintain seamless operations.
• Proactively identify any emerging needs or potential issues within the office environment, recommending and implementing solutions that enhance overall operational efficiency.
• Lead and mentor the administrative staff, providing guidance and fostering a culture of teamwork, accountability, and high performance. Ensure that all administrative functions are aligned with the organization's goals and objectives.
• Develop, update, and enforce administrative policies and procedures to ensure the efficient operation of the organization. This includes setting standards for documentation, procurement, office maintenance, and communication.
• Serve as the key liaison between units, ensuring that administrative support is provided consistently and that inter-departmental communication and workflow are streamlined.
• Ensure compliance with all regulatory requirements in documentation, procurement, and office management, implementing best practices to reduce organizational risk.
• Develop and implement contingency plans for administrative challenges, including document loss, vendor delays, or equipment malfunctions, to minimize disruption to business operations.
• Provide administrative support to management and staff, including handling correspondence, scheduling meetings, and making travel arrangements.
• Manage office supplies and equipment, ensuring adequate stock levels and coordinating maintenance and repairs as needed.
• Assist with the organization and execution of company events, meetings, and conferences.
• Maintain and update filing systems, databases, and records, both electronic and physical, ensuring accuracy and confidentiality.
• Prepare and distribute internal communications, memos, and reports as directed.
• Coordinate with external vendors, suppliers, and service providers to fulfil office needs and requirements.
• Serve as a point of contact for internal and external inquiries, providing information and assistance.
• Oversee office facilities and ensure they are well-maintained and equipped.
• Assist with special projects and initiatives as assigned by management.

Qualifications

• Bachelor's Degree in Business Administration, Public Administration, Management, or a related field.
• Proven experience of 3-5 years in a senior administrative or managerial role.
• A Master’s degree in Business Administration or professional certification (MBA is a plus)
• Experience in managing teams and overseeing office functions such as procurement, budgeting, and facilities management.
• Strong leadership and supervisory abilities to guide administrative teams and ensure smooth daily operations.
• In-depth understanding of office management processes, procedures, and protocols.
• Proficiency in handling tasks such as scheduling, record-keeping, and communication across departments.
• Experience in managing vendor relationships, contract negotiation, and procurement activities.
• Ability to ensure cost-effective purchasing and timely delivery of office supplies and services.
• Ability to prepare and manage office budgets, control costs, and oversee financial reporting for administrative operations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software for report generation, presentations, and communication.
• Excellent verbal and written communication skills for interacting with executives, employees, and external partners.
• Strong interpersonal skills to build rapport and maintain professional relationships within and outside the organization.
• Attention to detail to ensure accuracy in documentation, scheduling, and office procedures.
• Familiarity with applicable laws and regulations, including labor laws, safety standards, and administrative protocols.
• Ability to work well within cross-functional teams and coordinate activities between departments to ensure alignment with organizational goals.

Method of Application
Interested and qualified candidates should send their Resume and a compelling Cover Lletter detailing their qualifications to: recruitment@ceesolar.com using the Job Position as the subject of the email.