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Administration Supervisor

Tivat, Crna Gora 12. novembar 2019.

I. Key Responsibilities:

A. Administration Services

1. Supervises the processing of all administrative related activities for the Facilities Management and support services to the Head Office, ensuring the appropriate allocation of resources to meet agreed service levels, including payment & reconciliation of expenditures against budget.
2. Supervises the procurement processes, coordinating solicitation processes, negotiations, contract signing and delivery, coordination with other departments in relation to procurement, payments and contract signing.

B. Budgetary & Financial Controls

3. Supports the budgetary control procedures by supervising payment processing activities, providing feedback to the Head of Facilities Management, highlighting potential variances and monitoring of expenditure.
4. Undertakes regular data analysis and reporting, in liaison with the Finance Function.

C. Policy & SPO Frameworks

5. Under direction, drafts Policies and SOPs for Head Office operations, ensuring engagement of all users to ensure effective implementation.
6. Supervises the ongoing adherence against Functional SOPs and document controls, reviewing for opportunities for continuous improvement.

D. Head Office Support Services

7. Supervises the provision of services to Head Office, including travel & transport services, Head Office set-up & furnishing, stock controls & supplies, office equipment maintenance, printing services, mail & courier services.
8. Supervises & monitors the cleaning and housekeeping services provided for all Head Office facilities.
9. Contributes to the implementation of the Health & Safety Plans for the Head Office facilities.

II. Qualifications, Experience and Skills:

Minimum High School Diploma.
Category B Driving License.
Minimum 3 years’ administration experience.
Minimum equivalent of 2 years’ supervisory experience.
Fluent English and Montenegrin languages; both verbally and in writing.
Acts with discipline, a high degree of accuracy and takes the initiative to drive results within established processes.
Works independently & autonomously within agreed processes; applies integrative thinking to take necessary actions.
Manages multiple tasks, maintaining quality, accuracy and speed of completion; operating with accuracy; demonstrating ability to work with complexity.
Communicates clearly and openly with stakeholders, sharing relevant information in an accurate, effective and timely manner.
Strong written and verbal communication capability, with good questioning and listening skills; able to interact professionally and positively with a variety of internal and external stakeholders.
Demonstrates effective decision-making skills; taking information and establishing actions necessary.
Demonstrates effective problem-solving skills; able to receive and analyse data and make grounded recommendations.