Head of Office & people

Manpower is seeking to recruit a Head of Office, People and Administration who will play a critical role in ensuring the proper functioning of the organisation. This role is responsible for major functions that ensure an efficiently run organisation. This position is critical for the well-being and satisfaction of customers, suppliers, and employees.

You are expected to fulfil all the below functions in this role:

RESPONSIBILITIES

OFFICE MANAGEMENT

• Ensure that the Office is kept clean and adequately stocked with consumables and marketing material;
• Ensure Meeting Rooms are adequately set up, customers are well received and access records are adequately kept.
• Monitor office supplies and research advantageous deals or suppliers;
• Maintains office efficiency by planning and implementing office systems, layouts and equipment procurement;
• Designs and implements office policies by establishing standards and procedures;
• Ensures all Health & Safety regulations are implemented and maintained across all the organization - acts as a Health & Safety Representative in terms of the law
• Maintain diary, arrange meetings and appointments and provide reminders;
• Make travel arrangements;
• Ensure all insurance policies are maintained and renewed on an annual basis and records are kept.
• Ensure that conditions imposed by insurers are implemented and observed at all times;
• Liaise with Insurance on claims and manage related administration documentation;
• Produce reports, presentations and briefs;
• Develop and carry out an efficient documentation and filing system;
• Follow up and give feedback on tasks assigned by Management;
• Draw and compile reports as directed by Management;
• Co-ordinate marketing/promotional events as necessary;
• Promote the company's business and its activities;
• Work towards achieving the company's set financial targets.

PEOPLE & TALENT

• Oversee Human Resources function, in conjunction with the Managing Director;
• Ensure HR timesheets and leave records are computed on a monthly basis and in a timely manner to enable payroll administration;
• Maintain personnel files secure and updated at all times;
• Execute training programmes for staff members;
• Ensures the mental and physical well-being of staff members through teambuilding events and programs.

PROCUREMENT & LOGISTICS

• Ensure Inventories are maintained as and when necessary;
• Performs regular stock takes and flags inconsistencies where and as necessary;
• Manage supplier agreements and monitor their progress and SLAs
• Liaise between suppliers, manufacturers, relevant internal departments and customers
• Build & maintain good relationships with new and existing suppliers
• Contribute to embedding a culture of cost management and spending control within the organisation;
• Maintain good governance and recording-keeping
• Placing purchase orders, screening and approving invoice charges related to the purchase of materials, spares, tools and equipment
• Co-ordinating inbound and outbound logistics and fulfilment of orders to suppliers and customers.