Senior Administration Associate - Genser Energy

The Senior Administration Associate in the HR Department will play a key role in supporting the administrative operations of the organization. This position will be responsible for facility management, overseeing employee travel arrangements, handling immigration requirements, and providing overall office administration. This role requires a highly organized and proactive technology and process-driven individual.

KEY RESPONSIBILITIES:

ADMINISTRATION

Facility Management:

• Oversee the migration of facility management data into the company’s ERP system, ensuring accurate tracking of assets, maintenance schedules, and facility-related tasks.
• Oversee the efficient operation of office utilities (e.g., electricity, water, internet) and implement strategies to monitor and optimize usage.
• Lead the negotiation and renewal of office leases, working closely with external landlords and legal teams to ensure favorable terms.
• Maintain an organized record of all lease agreements, renewals, and expiry dates.
• Develop and implement facility management policies (e.g., pre-inspection forms, post-inspection forms, charters).
• Implement and manage relationships with external vendors for office maintenance, repairs, and cleaning services.
• Coordinate office layout planning, optimize workspaces, and ensure compliance with safety regulations. Oversee space planning for new hires and department changes.

Employee Travel Arrangements:

• Coordinate all employee travel, including booking flights, hotels, and ground transportation, and ensuring alignment with company travel policies.
• Track and report travel-related expenses and assist with the development of departmental travel budgets.
• Address employee travel queries and resolve any travel-related issues promptly.

Immigration Requirements:

• Oversee employee immigration documentation, including visa applications and work permits, ensuring compliance with relevant laws and regulations.
• Track visa and permit expiration dates, ensuring timely renewals and extensions.
• Assist Expatriates with relocation and onboarding processes.

Office Administration:

• Manage office supplies inventory, ordering necessary items and ensuring optimal stock levels.
• Support company events and employee engagement initiatives, assisting with logistics and organization.

PROCUREMENT

• Responsible for all Purchase and Service Order Agreements associated with the scope of work.
• Ensure that all the necessary requests are raised on the Procurement / Accounting system (Sage X3).
• Follow-up on the release of approved funds.

FINANCE

• Assist the Departmental Head in the preparation of the monthly budget.
• Develop and manage all budget items, including cost control and expenditure forecasting.
• Ensure the budget is in line with the department’s scheduled activities.

ORGANIZATIONAL DEVELOPMENT

• Supervise the team in executing assigned projects within deadlines and within budget.
• Develop and implement necessary measures to ensure flexible work practice and team building.
• Carry out performance appraisals and development plans (including training) with subordinate staff.
• Implement training and development programs for staff in line with the organization’s technical and business needs.
• Coordinate the rotational schedule (on and off duty) of subordinate staff.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration or Human Resource is mandatory.
• Master’s degree in Management is a plus.
• Multicultural experience is mandatory.
• Proficiency in French is a plus.

KNOWLEDGE & EXPERIENCE:

• A minimum of 8+ years of experience in facility management, administrative support, and office operations.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word).
• Proven experience with ERP systems, preferably in managing facility-related data and operations.
• Strong knowledge of utilities management, lease negotiations, and vendor management.
• Solid understanding of employee travel logistics, immigration requirements, and office administration.

COMPETENCIES:

• Strategic Vision: Drive projects towards improving efficiencies based on processes and procedures.
• Efficient Project Management: Contribute to projects to improve efficiencies through effective processes and procedures.
• Strong Leadership: Capable of addressing technical, financial, and HR challenges in a dynamic work environment.
• Adaptability: Willingness to adjust work practices to achieve the best results.
• Effective Communication: Communicate clearly and consistently; be a good listener and negotiator.
• Diligent Work Ethic: Manage multiple projects and ensure timely delivery of results.
• Commitment to Development: Take responsibility for personal growth and the training of team members.
• Efficiency Improvement: Navigate challenges and enhance efficiency through the use of technology.
• Organizational Skills: Strong planning, organizational, and time management abilities, with a knack for coordinating activities across different areas.

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