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.

  • Application deadline NO DEADLINE
  • Job Ref No. QW8W87YW
Type of work
Full time
Location

San Ġwann, Malta

Industry

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