Internal Services Officer
4 weeks ago
ABOUT THE COMPANY
SPIE is the independent European leader in multi-technical services in the areas of energy and communications. Our 45,500 employees are committed to achieving the energy transition and digital transformation alongside our customers.
JOB SUMMARY
Administration:Maintains accurate reporting system of all items and database of requests for trend analysis and audits.Maintains accurate and up to date records of all offices & household furniture/equipment and appliances in the offices and ensure proper accountability.Keep adequate records of monthly proforma invoices of the individual contractors.Initiate payment process by raising an E-JPC request to every invoice received.Follow up and monitor the expiration of every contract for renewal processes.Qualifications / Experience RequiredBSc / HND in Social or Management Sciences or BA, HumanitiesDiligence and honesty are a must-have.Exceptional knowledge of Microsoft packages especially ExcelAbility to draw up and put together Reporting toolsAbility to work under pressure and multitask5 - 8 years relevant working experience in similar job and largescale business environment.
RESPONSIBILITIES
Responsibilities shall include:Estate Services Management:Estimate the District needs of stationeries/small office equipment and materials and pro-actively plan and process re-stocking of materials.Treats requests for stationeries supply and monitors the monthly requested items for excesses to discourage creation of “satellite stores” in individual departments.Receives ordered stationeries and materials from vendors. Inspects to confirm that quality and quantity are as specified in Purchase Order.Recommend for rejection any sub-standard materials.Obtains feedback from users for any new brand of item introduced to ensure customer satisfaction.Maintains accurate reporting using stock cards for items and database of requests for trend analysis and audits.Administers the meeting resources in an efficient manner by always consulting the supposed user to ensure efficient usage and ensure there are no clashes and mix-ups in the schedule sheet.Distributes mails from other affiliate through SAGA, other courier houses and mails from all other locations.Efficient distribution of incoming mails within the office base and delivery of the outgoing mails including those going overseas.Supervises and monitors stock and distribution of office & household furniture/ equipment and appliancesMaintains accurate and up to date records of all offices & household furniture/equipment and appliances in offices and ensure proper accountability.Supervises the relocation and movement of staff from one office to another as programmed.Receives calls/mails from GS Helpdesk in respect to faults or requests and treats same with dispatch.Supervises satellite TV installations, renewals and repairs in the offices.Responds to routine and emergency situations within the offices.Assist in office key management in the main base.Ensure proper cleaning of the internal space of office buildings in the main base.Complexity & Problem Solving:Treats requests for stationeries supply and monitors the monthly requested items for excesses to discourage creation of “satellite stores” in individual departments.Obtains feedback from users for any new brand of item (office equipment & Stationeries) introduced to ensure customer satisfaction.Administers the meeting resources in an efficient manner by always consulting the supposed user to ensure efficient usage and ensure there are no clashes and mix-ups in the schedule sheet.Supervises the relocation and movement of staff from one office to another as programmed and on requestReceives calls/mails from GS Helpdesk in respect to faults or requests and treats same with dispatch.Supervises satellite TV installations, renewal and repairs in the offices and residencesResponds to routine and emergency situations within the offices and residences.
REQUIRED SKILLS
Problem solving, Document and archive management, Reporting, Quality management, Quality control and supervision, Project management
REQUIRED EDUCATION
Bachelor's degree
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