Admin, Contract & Project Management Officer at Nigerian Exchange Group (NGX Group)

Nigerian Exchange Group (NGX Group) is a leading financial market infrastructure provider in Africa, connecting Nigeria, Africa and the world.

We are recruiting to fill the position below:

Job Title: Admin, Contract & Project Management Officer

Location: Lagos, Nigeria
Job type: Full-time

About the Job

• The Admin, Contract & Project Management Officer is responsible for Branch Support Services, Contract/Service Level Agreement, General Administration, and Project Management.
• He/she performs a wide variety of professional-level administrative support duties involving administration budgets preparation and monitoring, policies and procedures, organisation and planning, contracts, systems, equipment and supplies purchase, and special projects.
• This position reports to the Team Lead, Facilities Operations & Maintenance.

Responsibilities
Contract / SLA Administration:

• Initiate SLAs and contract awards, reviews, and follow up with the Legal department till execution.
• Process vendor payments.
• Carry out due diligence, mystery shopping, and surveys as assigned by the HOD.
• Make quarterly payments of Annual Maintenance Contracts.
• Prepare Administration department-related contract change notices, monitor contractor performance, including the reporting and status of contractor and owner deliverables.
• Maintain an audit file for each contract, which will include the original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.
• Prepare and disseminate information to appropriate employees regarding Administration department-related contract status, facilitate contractor meetings.
• Assist in preparing the request for quotes, requests for proposals, etc. documents.
• Ensure that contractor/vendor complies with legal requirements, owner specifications, and government regulations.
• Set up and maintain the administrative arrangements for effective and efficient contract management, including stakeholder communication, governance, and performance monitoring arrangements, payments, and file/records management.

General Administration:

• Functioning as the Administration Departmental Secretary will provide general clerical and administrative support to the Administration Department; compose and type letters, memos, and other correspondence related to assigned administration functions and activities; prepare reports including employee leave statistics and analysis.
• Responsible for managing the meeting/conference rooms facilities.
• Responsible for intercom telephone purchase and allocation to staff.
• Provide administrative support in all in-house events such as maintaining and operating the sound systems.
• Branch Support Services – responsible for providing support for the branch supplies purchases and other administration-related needs.
• Events and Meetings management.

Project Management:

• Develop and manage a detailed project schedule and work plan.
• Provide project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.
• Manage contracts with vendors and suppliers by assigning tasks and communicating expected deliverables.
• Utilise industry best practices, techniques, and standards throughout the entire project execution.
• Monitor progress and make adjustments as needed.
• Measure project performance to identify areas for improvement.
• Determine and define project scope and objectives.
• Track project costs in order to meet budget.

Other Areas of Responsibilities:

• Research, obtain, and analyse gathered information to resolve problems in functional areas.
• Responsible for analysing and mitigating risk and compliance in areas of assigned functions.
• Perform other related duties as requested by the Team Lead, HOD, or Divisional Head.

Job Specification
To successfully deliver the above goals, the right candidate must have:

• Minimum of B.Sc. / HND qualification required in any field.
• Minimum of 3 years relevant experience.
• Computer proficiency in the use of Microsoft Office Suite (MS Word, PowerPoint, and Excel) and other applications.

Desired Competencies and Skill Requirements:
Office administration:

• Ability to perform duties independently under general, minimal supervision within specific assignments; perform budget analysis, preparation, and monitoring; research, analyze and make recommendations on administrative, management, and procedural practices.
• Thorough understanding of procurement practices, from procurement planning to contract closeout.
• Ability to write extensively in a detailed manner that is accurate, coherent, and complete.
• Ability to understand legal and financial concepts behind support contracts.
• Ability to express ideas and convey information effectively, both orally and in writing.
• Ability to work independently and set priorities to accomplish goals on time.
• Ability to conduct himself/herself professionally at all times.
• Ability to develop and maintain accurate contract records.
• Ability to excel in a fast-paced, demanding environment.
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Strong interpersonal skills and sound judgment.
• Strong customer service and organizational skills.
• Ability to prioritize and be flexible with changing business needs in a team environment.
• Committed to high standards and continuous improvement.

Application Closing Date
Not Specified.