Administrative Manager at JPM Consulting Limited

JPM Consulting Limited provides business solutions in areas of: Tax Management, Financial Advisory Services, Consulting, Enterprises Risk Management Services, Human Capital, Development and Training.

We are based in Nigeria, Ghana and United Arab Emirate - Dubai.

We are recruiting to fill the position of:

Job Title: Administrative Manager

Location: Lagos

Responsibilities
Recruitment/Selection:

• Monitor staffing levels, identify staff vacancies, anticipate future staffing requirements in line with strategic plans, recruit and select candidates.

Pre Recruitment:

• Develop and place job adverts; review and shortlist applicants; interview and select suitable candidate(s).

Post Recruitment:

• Perform Reference Checks.
• Issue appointment letters.
• Develop job descriptions for all positions.
• Open and update personnel file.
• Induction - Provide current and prospective employee with information above policies, procedures and working conditions.
• Ensure for all recruitment exercises that reports are documented and filed.
• Conduct needs assessments to determine when training is necessary and the type of training necessary to improve performance and productivity.

Performance Appraisal:

• Collate staff for appraisal and inform unit heads, send form to staff and set date for review.
• Communicate result to staff and implement decision made.
• File relevant document that arise from the process.
• Monitor and review the system of performance appraisal and continually develop as necessary, ensuring that monthly and annual appraisals are carried out in a timely manner and followed up.

Payroll Administration:

• Maintain payroll information: compute and collate all relevant information related to payroll on a monthly basis including but not limited to new employee list, absences and contract changes.

Administration/Documentation:

• Maintain and update employee directory with any employee changes.
• Compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.
• Ensure all staff matters, memos, queries, communications to and responses from staff are filed in staff files,
• Ensure proper confidentiality and security of all HR documents
• Preparation and issuance of transfer letters, confirmations letters, termination letters, and all human resources related letters
• Manage leave system - records of Annual, sick and other leave entitlement of staff
• Compose and distribute routine written correspondences
• Ensure regular staff meetings are held
• Develop and maintain a filing system
• Update Company's asset register

Advisory:

• Advise management in appropriate resolution of employee relations issues.
• Advise on pay and other issues, including promotion and benefits.
• Prepare reports and recommends procedures to reduce absenteeism and employee turnover.
• Develop and implement policies on a variety of workplace issues e.g. disciplinary procedures, absence management, working conditions, performance management, restructuring of services et cetera.
• Ensure that managers and staff are aware of the policies and procedures and able to operate.
• Establish and/or recommend salary ranges, offers, and compensation adjustments and monitor salary reports for equity, compression or other issues.

Facility Management:

• Set up systems and processes for the smooth running of all day to day office administrative activities
• Oversee purchasing function: negotiate price, quality and delivery; approving invoices.
• Ensure the availability of necessary supplies by identifying procurement needs of the office - reception, departments, kitchen and ward and all areas of the Facility.
• Ensure there is an effective communication system where needs are identified; options evaluated.
• Ensure effective planning and execution of operations by reducing waste levels.
• Oversee Facility's maintenance needs.
• Supervises the maintenance and repair of the Company's infrastructure, vehicles and equipment.
• Manages the provision of general support services, including cleaning and upkeep of office premises.
• Ensure the kitchen unit and security unit deliver a professional service.

Employee Relations:

• Manage grievances, ensures the relationship amongst staff is cordial and professional.
• Deal with complex disciplinary/grievance and HR issues, using HR and company knowledge evidencing appropriate decision making skills.
• Management of all individual personnel and workforce management action – perform difficult staffing duties - administering disciplinary procedures, terminations, demotions as necessary.
• Help employee resolve work related issues, handle staff dispute and resolve conflict.
• Act as focal point for all initial queries from staff regarding policies and procedures.

Consultant Support:

• Collate consultant assessment record on the 15th of each month and forward to accounts for payment.
• Schedule patients appoint days in the office diary in conjunction the Clinicians for correctness.
• Call up patient and consultants for their appointments as appropriate.
• Take consultant calls as relates to patient and other enquirers.
• Keep record of consultant assessment record for onward payment collation.

Skills

• Experience with dealing with senior and sometimes challenging individuals.
• Experience in developing systems and processes for effective running of the Organisation.
• Ability to build rapport quickly.
• Strong understanding of the Nigeria Labour laws.
• Experience in liaising with External Stakeholders.
• Experience in preparing relevant management reports.
• Good experience in documentation, record keeping, data management etc.
• Familiarity across the recruitment process, including induction at a senior level.
• Excellent interpersonal and communication skills, written and oral.
• Sound judgment and the ability to maintain confidentiality.
• Experienced user of MS Excel, MS Word & power point.
• Well organized with strong time management skills.
• Knowledge of Principles, practices and techniques of human resources administration, organization and operation.
• Ability to lead, manages, direct and evaluates staff.
• Apply appropriate independent initiative, discretion, judgment and organizational skills to a variety of projects, assignments and situations.

Qualifications

• Minimum of HND in related discipline.
• Education Advanced university Degree or equivalent backgrounds, in Human Resources, Business Administration, International Relations, Social Sciences, Psychology or related areas.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook.
• Excellent written, listening, and oral communication skills.
• Strong organizational and administrative follow-up skills.
• Very detail oriented.
• Strong ability to handle numerous priorities and tasks at one time
• Ability to leverage all technologies to manage and communicate in office environment (internet, texting, email, instant messaging, phones, mobile phones, Share Point, Skype, Telepresence, Live meeting)
• Exceptional interpersonal skills in dealing with customers and senior management.
• Flexible and willing to share workload within a team environment.
• Lagos residents in Lagos
• Language Proficiency Fluency in English.

Application Closing Date
28th February, 2015.

How To Apply
Interested and qualified candidates should submit their applications to: [email protected]

Note: the subject of the email should be "Admin/HR Manager".