H&M Pakistan Jobs Administration Manager
H&M Pakistan Jobs Administration Manager: H&M Pakistan Production office is currently seeking individuals with strong background and experience in the area of Office Administration.
Accountability
The Administration Manager is accountable to
- Ensure the best follow up of office operations budget
- Have a general overview of the team members work performance, education needs and support
- Lead the team towards the achievement of company & department goals
- Ensure that office administration runs securely, is smooth for all employees, and business remains safe, efficient, well-maintained and follows the Company requirements regarding travel & office management (involving managing visitors, purchasing, good housekeeping, repair – maintenance, parcels, sample sale, lease contracts & company car)
Main Responsibilities
Set and secure Administration operations
- Improve operation, analyse internal processes, and recommend and implement procedural or policy changes
- Work with the Country Manager to determine facility, equipment and supply requirements for annual and long-term business needs
- Follow the purchasing guideline and review all suppliers, make sure that all office supply needs are addressed in the most efficient and effective manner possible, and reduce costs whenever possible. Ensure office purchases stay within office budget
- Monitor and secure lease, service, equipment, supply and travel contracts consistent with Global guidance to meet the business requirements
- Analyse administration processes and routines, creating and implementing procedural or policy changes to increase efficiencies and the effectiveness of all administration functions
- Ensure that procedures are developed and implemented to keep office facilities and business safe, organized and in good repair
- Foresee problems and be proactive. Take precautions in order to prevent the organization facing any problems
- Inform & keep colleagues updated about administration & travel routines, and make sure that they are being followed according to company directives
- Make sure that all legal requirements are fulfilled. Inform Country Manager about any changes in legislation that can affect the Company
- Monitor and fulfil business registration, licensing and other legal requirements for all government entities in which the Region operates
- Ensure implementation of procedures to maintain the security of special purpose locations required for accounting records, personnel files, supply storage and employee sample sales.
- Report the status of administration and accounting operations to the Country Manager
- Work actively with regard to talent identification, staff development and succession planning
- Identify capability gaps (current and future) and work towards bridging these gaps through performance management, staff development, strategic recruitment, etc.
- Your responsibility is to lead your team by example, always driven by our values and the ambition to make people and business grow
- As an H&M leader you should focus on inspiration, delegation, feedback and motivation (other elements of leadership are further described in the competencies relevant for your role)
- Improve operation, analyse internal processes, and recommend and implement procedural or policy changes
Lead and develop the team
- Be a good role model and H&M leader and work on building the team into a top performing team.
- Motivate, support and educate the team on future business needs
- Define the goals clearly within the team and monitor it to ensure good results.
- Promote H&M values and employer branding initiatives.
- Monitor team members’ workload and make adjustments to assignments in order to ensure that the department output is delivered with the correct headcount in line with the budget.
- Have a general overview of the team’s work performance and their need for education and support.
- Ensure an efficient and effective way of working within the admin team, and that the whole team is following the H&M requirements.
- Have a good control system and make sure that the admin team is working with the correct tools and methods.
Collaborate with stakeholders
- Have good communication with all teams to provide assistance regarding daily problems
- Keep Security Manager & all department managers updated about general Admin operations.
- Update colleagues about new admin, account & travel routines and create information flow about changes
- Have a good follow-up and control system for the routines assigned by the company
Cooperation with H&M service providers and local authorities
- Be the contact person for local authorities and keep updated on local legislation
- Be the contact person for H&M service providers
- Be the contact person with landlords and office building management
- Ensure that the team works proactively for the best deal in office purchases and contracts
- Make sure that the Code of Ethic policies is implemented with all parties
For those with direct reports
- Supervise the admin team’s work performance and their need for education and support.
- Evaluate individual staff performance and work actively with feedback given and dialogue
- Give feedback to team members to provide assistance regarding daily problems.
- Manage leave administration & workload
Education, Skills And Experience
Education and Professional Knowledge
- Professional education in business management with specialization in Accounting
- Knowledge of global best practices in office administration
Skills
- Clear communication skills including written, verbal skills, impactful presentation skills to reach diverse receivers internally and externally.
- Planning and Organizing
- Coaching skills
- Good time management
- Language proficiency – English
Experience
- Successful leadership experience in Administration
- Experience in setting and implementing strategies and/or projects
- Experience in a collaborative and entrepreneurial environment with matrix organizations
- Familiar with construction/renovation projects
- Familiar with office environment security regulations
Location is Karachi, Pakistan and this employment is on local contract terms. Apply
Application deadline is 15th January, 2017.
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