Head, Facilities and Admin Services at HealthPlus Limited

HealthPlus Limited, Nigeria’s first integrative pharmacy, is the fastest-growing pharmacy chain in West Africa. We are committed to our mission of helping people achieve optimum health and vitality, while delivering superior value to stakeholders. Our vision is to be Africa’s #1 for pharmacy, wellness and beauty. Recently, we secured significant foreign investment from our partners to scale up our network of retail outlets and our online business. This strategy will give us unparalleled reach across the country and beyond.

We are recruiting to fill the position below:

Job Title: Head, Facilities and Admin Services

Location: Lagos
Report to: the CEO
Contract Type: Permanent

Specification

Develop and direct strategies for the Facilities and Admin department and ensure strategies are aligned with the overall goals of the organisation
Develop processes, procedures and systems for the department in order to deliver the department’s strategy

Office Management:

Manage the provision of utilities and settlement of related bills
Ensure provision of a conducive physical working environment (space, furniture etc.) for the company’s employees to facilitate optimal performance
Manage internal/external mail delivery, courier and freighting
Oversee the purchase, storing and distribution of office supplies and equipment
Ensure all office equipment, machines and tools are in good conditions at all times
Manage the maintenance and repair of office equipment, electrical and mechanical systems such as air conditioners, lighting, generators, photocopying equipment etc
Oversee the sourcing and purchase of office equipment from accredited vendors
In conjunction with IT, ensure the purchase, delivery, servicing and repairs of all IT related office equipment
Maintain a comprehensive database of all stationery/store items, office equipment, assets etc
Monitor inventory reorder levels and plan/make provisions to avoid out of stock cases

Facilities Management:

Conduct regular assessment of facilities in all locations to determine items that are due for replacement or repair and initiate appropriate action
Program and prioritise facilities maintenance activities to ensure achievement of specified objectives
Ensure the management and maintenance of the company’s properties across all locations and maintain a concise inventory of all property asset
Routinely monitor the facilities to ensure that it remains functional, safe & secure, well-maintained and ensure all faults including electrical, carpentry, civil works and plumbing system in the office are swiftly & safely resolved
Ensure offices and the premises including the garden, lawn and lobby are clean/orderly
Consistent and prompt evacuation of waste across all locations
Manage janitorial service providers to ensure quality service delivery across all locations
Search and negotiate (in conjunction with the Retail Expansion dept.) rental properties for residential, office and retail locations. Maintain records of rentals, tenement rates and ground rent payments for Company owned/leased property assets. Handle property related issues and manage relationship with all Landlords/Estate Managers and renew tenancies as at when due
Liaise with the Legal department to manage relevant government bodies to ensure prompt processing of property related issues (C of O, Land Use Charge, etc.)
Ensure that facilities meet environmental, health and security standards and comply with government regulations
Work in conjunction with Retail Expansion team during design and implementation of new facilities and ensure maintainability of building infrastructure and systems.
Ensure formal handover of new facilities from Retail Expansion team to Facilities & Admin team with appropriate documentation such as operation and maintenance documentation, manuals, drawings and wiring/cabling schedules, floor plans, furniture layout, etc
Ensure company assets are duly covered under approved insurance policies. Guide management in the sourcing of underwriting, insurance brokers/agents to ensure company assets are covered by approved insurance companies
Manage personnel office/residential relocations

Fleet Management:

Manage the sourcing, purchase, leasing, allocation and maintenance of all vehicles (including Dispatch motorcycles) in the Company
Ensure all required registration documents are intact and available to all company vehicles
Strictly adhere to vehicles documents revalidation/renewal schedules
Manage, participate in training and motivating drivers to ensure they are fit, punctual and available for work at all times
Manage relationships with all accredited garages/workshops for the servicing and repairs of Company’s vehicles. Ensure bills are vetted and cleared in line with SLA
Maintain and constantly update a comprehensive database of types/location/users/purpose and condition of all Company vehicles
Supervise the availability and allocation of vehicles and drivers to staff who need to carry out official assignment
Oversee scheduled and routine maintenance and repairs of vehicles and manage associated costs
Advise Management on replacement and disposal of damaged and old vehicles
Prompt settlements of all local and state governments’ levies, fees, permits including payments for Adverts, Signages, etc

Insurance Management:

Identify and work towards eliminating all risks that people are disposed to at work
Advise Managements on ways to insure all identified risks
Ensure company’s assets e.g Vehicles, Premises, equipments are duly covered under various insurance policies
Advise management in the sourcing of underwriters, insurance brokers/agents to ensure company’s assets are covered by approved insurance companies.
Facilitate the processing of all insurance policies including Motor vehicle insurance, Fire & Burglary insurance etc
Ensure all insurance policies are valid at all times and payments to insurance companies are timely settled
Facilitate the smooth processing of all claims by working closely with underwriters, loss adjusters and other third party agents for swift settlements of claims

Vendor Administration:

Determine service level agreements (SLA) with user functions/departments specifying the services to be delivered, requirements and parameters for service. Manage Service Level Agreement (SLA) with maintenance, janitorial/cleaning, laundry, security and other service providers
Review vendor proposals as well as source for vendors/service providers for all administrative supplies and services
Ensure vendor compliance with site HSE requirements at all times
Evaluate and advice the business concerning service requirements and when to outsource services required by divisions or business units to external providers where internal skills do not suffice
Present inputs to CAPEX and OPEX budget during budget cycle and strictly manage approved budgets
Manage the implementation of policy documents relating to administration and facilities management
Oversee the provision of key human resources services such as recruitment, training and performance management within the department

Inventory Management:

Plan, administer and control budgets for contracts, equipment and supplies
Oversee the purchase, storing and distribution of office supplies and equipment
Maintain a comprehensive database of all store items, office equipment, assets etc
Plan to avoid going out of stock by ensuring stocks are replenished at reorder level

Other Duties:

Manage the delivery of other general administrative duties including supervision of company wide travels and logistics

Requirements

Bachelor’s degree in Business Admin, Public Admin or Social Sciences, Humanities or a related field with 10 years minimum experience in a structured organisation, 4 years of which must be in a managerial capacity
Membership of a recognised professional body is an added advantage
Leadership & managerial skills
Negotiation and persuasion skills
Excellent interpersonal and people skills
Planning & organisational Skill
Ability to manage time and prioritise tasks
Good problem solving and decision making skills
Excellent verbal and written communication skills
High standard of attention to detail
A good working Knowledge of Microsoft Office Suite like Word, Outlook, and Excel.