Job Description

Roles & Responsibilities

Purpose & Scope

Lead the company’s administration, operational support, logistics, assets, fleet, warehouse, workshops, and related IT coordination. The role ensures safe, compliant, cost-effective, and reliable support services across departments, sites, and projects through clear controls, accurate records, timely reporting, and effective vendor and team management.

Main Duties & Responsibilities

Administration, Facilities & IT Coordination

• Develop, implement, review, and communicate approved administration and IT-related policies, procedures, controls, and service standards.
• Coordinate office facilities, space allocation, access and security arrangements, utilities, maintenance, and workplace services.
• Maintain an administration service calendar covering renewals, inspections, preventive maintenance, and recurring obligations.
• Coordinate business travel, meeting logistics, accommodation, and corporate events in line with approved budgets and policies.
• Work with internal or external IT support to track user requests, equipment allocation, access requirements, and infrastructure issues through to closure.
• Maintain business continuity arrangements for critical administration and operational support services.
• Operational Support & Cross-Functional Coordination
• Act as the focal point for operational support requests and assign each request to a clear owner, priority, due date, and status.
• Coordinate with department and site representatives to resolve service gaps, workflow bottlenecks, and operational dependencies.
• Document and standardize recurring workflows, approval routes, escalation points, and service-level expectations.
• Lead approved cross-functional initiatives such as office relocations, mobilizations, system implementations, and process improvements.
• Maintain an action tracker and provide management with monthly updates on service performance, risks, overdue items, and corrective actions.
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• Procurement, Vendors & Contract Administration
• Prepare scopes of work, service requirements, and evaluation criteria for administration, logistics, fleet, warehouse, workshop, and IT support services.
• Obtain and evaluate quotations in accordance with delegated authority and procurement procedures.
• Negotiate commercial terms, service levels, warranties, response times, and renewal conditions with approved vendors.
• Monitor vendor performance against contracts and service-level agreements, record non-conformities, and ensure corrective action.
• Verify service completion and supporting documents before recommending invoices for approval.
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• Logistics, Warehouse & Inventory Control
• Plan and coordinate domestic transport, clearance, receipt, storage, dispatch, and final delivery of materials and equipment.
• Maintain accurate digital inventory records by item, quantity, location, condition, custodian, and project or cost centre.
• Operate minimum and reorder-level controls for critical stock and investigate shortages, variances, damage, and obsolete items.
• Ensure goods receiving, inspection, binning, picking, issuing, transfer, and return activities are supported by approved documentation.
• Conduct scheduled cycle counts and physical stock counts, reconcile variances, and submit corrective-action reports.
• Ensure safe storage, housekeeping, access control, material segregation, and applicable regulatory requirements within warehouse areas.
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• Asset & Equipment Lifecycle Management
• Maintain the fixed-asset and equipment register, including asset tag, serial number, location, custodian, condition, warranty, and service history.
• Coordinate asset acquisition, receipt, tagging, assignment, transfer, recovery, maintenance, replacement, and approved disposal.
• Schedule preventive maintenance, statutory inspections, calibration where applicable, and repairs to minimize downtime.
• Monitor equipment utilization, condition, repair cost, and replacement needs, and recommend lifecycle actions based on documented evidence.
• Perform periodic asset verification and resolve missing, untagged, damaged, or incorrectly assigned assets.
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• Fleet, Transportation & Workshop Operations
• Maintain a complete fleet register and monitor registration, insurance, permits, inspection, fuel, mileage, utilization, and maintenance records.
• Plan vehicle assignments, driver rosters, routes, and transport schedules based on approved operational requirements.
• Monitor tracking data, fuel consumption, incidents, fines, breakdowns, and route performance, and initiate corrective action for exceptions.
• Schedule preventive maintenance and repairs, control vehicle downtime, and verify workshop job cards and completed work.
• Control workshop tools and spare-parts stock, including receipt, issue, return, reorder, and stock reconciliation.
• Ensure drivers, mechanics, warehouse staff, and support personnel follow approved safety rules, licences, permits, and operating procedures.
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• People, Budget, Compliance & Reporting
• Prepare annual operating and capital budgets for assigned functions and monitor actual expenditure, commitments, and variances.
• Identify evidence-based cost optimization opportunities without compromising safety, compliance, or service continuity.
• Allocate work, communicate priorities, coach team members, review attendance and productivity, and complete performance-management activities in line with HR procedures.
• Maintain risk registers, incident records, audit evidence, licences, permits, and compliance documentation for the assigned functions.
• Report agreed key performance indicators, including request closure, vendor performance, inventory accuracy, asset verification, fleet availability, maintenance completion, safety exceptions, and budget variance.

Desired Candidate Profile

Work Relations

Reports to: General Manager

• Internal: Department heads, Finance, Human Resources, Procurement, Projects, Information Technology, HSE, and site teams
• External: Government authorities, service providers, transporters, suppliers, insurers, and maintenance contractors
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• Minimum Requirement(Education &Experience)
• • Education: Bachelor’s degree in business administration, Operations Management, Logistics, Supply Chain Management, or a related discipline. A relevant master’s degree is preferred.
  • Experience: 12-15 years of relevant experience across administration, IT, operations, logistics, fleet, warehouse, assets, or facilities, including at least 5 years in a managerial role with comparable scope.
  • Certification: Relevant professional certification such as PMP, Lean Six Sigma, Certified Logistics Manager, supply chain, facilities, fleet, or health and safety certification is preferred.
• Other: Valid driving licence and the ability to visit company sites and operational locations, where required.
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  • Skills & Competencies
• Leadership and supervision of multi-disciplinary and geographically dispersed teams.
  • Strong planning, prioritization, problem-solving, and cross-functional coordination skills.
  • Working knowledge of ERP, WMS, TMS, asset registers, fleet-tracking systems, and service-request tools.
  • Advanced spreadsheet, data analysis, dashboard, and management-reporting capability.
  • Commercial acumen in budgeting, quotation evaluation, contract administration, and vendor negotiation.
  • Knowledge of applicable health, safety, security, data-protection, and records-control requirements.