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Head Facilities and Admin Services

Company HealthPlus Limited
Reference # 1
Published 03/01/2019
Contract Type Permanent
Salary Market Related
Location Lagos, Lagos State, Nigeria
Introduction
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
Our sister company, CasaBella Beauty, is a one-stop store for beauty and grooming solutions for men and women. CasaBella International was incorporated in 2008 and became the exclusive distributor for Revlon in Nigeria. The first CasaBella store opened in Lagos in 2010 and today, CasaBella Beauty is the fastest-growing retailer of beauty supplies in West Africa.
Our success is based on our great people, great values and a winning corporate culture. Our people are passionate, driven and committed to continuous learning in order to maintain our edge. Our testimonial is that we are proud to be members of the HealthPlus family as we are offered a strong platform to explore our potentials. We believe in best practices always and therefore employ and retain the best talents.
As we expand our frontiers to redefine the world of health & beauty in Nigeria, we are looking for result driven individuals who will roll up their sleeves and share our passion & success. People who will join our team of highly motivated professionals who get the job done!
No matter what your job title is, the work you do at HealthPlus supports the health and well-being of the millions of men, women and children who turn to us for care. That is because all of us - from our talented business professionals at the head office and our experts in our retail locations who serve our communities - are committed to providing the best possible service experience. With locations across Nigeria, we offer the opportunity to build a rewarding career in an environment that supports your success.


Job Functions Facilities & Property Manager
Industries Pharmaceutical / Medical / Healthcare / Hygiene,Retail
Specification
•Report to the CEO
•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, lightings, 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
oManage the delivery of other general administrative duties including organizing travels and logistics
Requirements
oBachelor’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
oMembership of a recognised professional body is an added advantage
oLeadership & managerial skills
oNegotiation and persuasion skills
oExcellent interpersonal and people skills
oPlanning & organisational Skill
oAbility to manage time and prioritise tasks
oGood problem solving and decision making skills
oExcellent verbal and written communication skills
oHigh standard of attention to detail
oA good working Knowledge of Microsoft Office Suite like Word, Outlook, and Excel
Job Closing Date 02/04/2019
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Last Updated: 30-1-2019 [19.01.02.01]
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