Administrative Executive

1. Administration Administrative Responsibilities: • Licensing & Renewals: Handle all applications and timely renewals for various licenses, including contractors' licenses, road tax, and others required by the company. • Office Supplies & Equipment: Assist with ordering and purchasing office consumables, stationery, and office equipment, ensuring proper vetting of invoices. • General Office Matters: Address routine office tasks and tackle any arising issues. • Company Policies: Help formulate and implement company policies and ensure adherence to established office practices. • Correspondence & Documentation: Compose and type responses to correspondence, requisitions, vouchers, and other forms as necessary. • Travel & Meeting Coordination: Assist in coordinating travel arrangements for personnel attending seminars or official functions and manage travel claims. Help coordinate office functions and meetings as required. Insurance Responsibilities: • Insurance Assessment & Management: Periodically assess the company's insurance coverage to ensure that properties are adequately insured. Solicit competitive bids and select the most reliable insurance sources, ensuring timely settlement of claims with proper documentation. Secretarial Responsibilities: • Executive Support: Coordinate travel arrangements and schedule appointments for the Managing/Executive Director. Handle and route calls for the Director. • Correspondence Management: Compose and type responses to office correspondence, procedural memos, and related documentation. Tender Submission Responsibilities: • Tender Preparation & Documentation: o Review and thoroughly understand tender documents, including scope of work, project specifications, terms, conditions, and submission guidelines. o Coordinate with internal departments (technical, legal, finance, procurement) to gather necessary information such as technical specifications, financial details, and company qualifications. o Prepare tender proposals, ensuring all necessary documentation is included, such as technical proposals, financial offers, company profile, certifications, and legal documents. o Ensure the submission complies with deadlines, formatting requirements, and specific client instructions. o Collaborate with finance and technical teams to develop cost estimates and budgets. o Proofread and ensure clarity and accuracy in the proposal content, including an executive summary, technical solution, timelines, and compliance statements. • Tender Submission Management: o Compile and organize all required documents for the tender submission, ensuring completeness and accuracy. o Conduct a final review to ensure all tender requirements are met before submission. o Submit tender documents through the appropriate channels (online portal, email, or physical delivery), adhering to deadlines and submission guidelines. o Track tender submissions, maintaining records of deadlines, status updates, and communication with clients. • Communication & Liaison: o Serve as the main point of contact for client queries during the tender submission process. o Follow up with clients after submission to confirm receipt and inquire about evaluation timelines or additional documentation requests. o Ensure clear and effective communication between departments involved in the tender process. o Participate in clarification meetings or negotiations with clients as necessary. • Tender Evaluation Support: o Assist the project team or management in reviewing evaluation criteria and tender outcomes. o Help revise and resubmit documentation if needed, particularly in cases where the tender is shortlisted or requires amendments. • Record-Keeping & Compliance: o Maintain organized records of tender submissions, both digitally and physically, for future reference and audits. o Ensure all tender submissions comply with relevant legal, regulatory, and company policies. • Reporting & Post-Tender Analysis: o Prepare regular tender status reports for management, including submission statuses, deadlines, and feedback. o Participate in post-tender reviews to evaluate successes and failures, and recommend improvements for future submissions. Supervisory Responsibilities: • Delegate and monitor work assignments and schedules for administrative staff. • Review job performance of administrative staff and plan training for improvements. Other Duties: • Assist the HR Executive in HR functions as needed. • Perform any other tasks as assigned by management. ________________________________________ 2. Human Resource Payroll Responsibilities: • Input personal details and all relevant salary information into the payroll system. • Administer and ensure the timely distribution of wages and salaries to employees. • Prepare monthly statutory deductions for submission to the Finance Department. Personnel Responsibilities: • Assist in the recruitment process, including orientation, transfers, terminations, and training. • Ensure compliance with legal requirements and government regulations affecting HR functions. • Prepare and distribute performance appraisal forms for annual or confirmation reviews. • Prepare employee resignation documents and conduct exit interviews to understand reasons for leaving. • Advise management on employee relations issues and represent the company during personnel-related hearings or investigations, if necessary. Administrative Responsibilities: • Help establish operational procedures to ensure consistent workflow within the HR department. • Assist in the creation and implementation of company policies related to HR functions. • Administer company benefit plans, such as insurance, medical benefits, annual leave, and medical leave. Additional Responsibilities: • Assist in preparing the HR operations budget. • Perform other duties as assigned by management.