Site Administrator
Role purpose
The job holder is responsible for planning, organizing and controlling all aspects of administrative and logistical work on site in order to support the construction and controls function in the most efficient and cost effective manner.
Key accountabilities
Supervise staff, plan, organize and prioritize workloads
Supervise staff, plan, organize and prioritize workloads within area of specialty so that resources are used effectively and work is completed within set deadlines.
Effectiveness in planning, organizing and supervising work
Delays in executing work
Oversee day-to-day activities of subordinates
Oversee the day-to-day activities of subordinates in order to ensure that policies and procedures are correctly followed and duties are completed on time and to the required standards/specifications, taking appropriate actions as required.
Conformity to preset policies and procedures
Ability to identify non-conformities/work discrepancies
Quality of corrective actions taken
Coordinate with the head office for staffing and administration
Coordinate with the head office for processing staffing needs, handling, collecting, verifying and updating administrative documents and records, receiving and integrating new people and providing assistance to administer salaries to the project workforce.
Level of coordination with the head office
Delays in processing staffing needs
Delays in preparing new staff documents
Error free time attendance data
Error free payroll
Provide prompt logistical services
Provide prompt logistical services that include but are not limited to accommodation, catering, transport, telecommunication, conduct audits as needed and react promptly to problems in order to secure the well-being of workers.
Delays in providing logistical services
Accidents/incidents due to a bad quality of service
Prompt reaction to problems
Liaise with external parties for logistical service provision
Liaise with external parties for logistical service provision (food, accommodation, cleaning, etc.), supervise the quality of the provided service, solve minor/day-to-day problems and escalate major ones.
Supervisory skills
Ability to solve minor problems
Supervise time attendance and overtime control
Supervise the collection, reconciliation and reporting of time attendance data, control overtime levels and absences/vacations and notify the Project Manager of any abnormalities to optimize the overtime cost and monitor the productivity rate.
Error free time attendance data
Accuracy in computing the overtime rate
Efficiency in controlling absences/vacation leaves
Control site purchases and inventory
Control site purchases and inventory control practices, safeguard purchased materials and supplies by supervising their proper reception, storage and dispatch to prevent products disruptions and/or unusual expenses.
Stock shortages
Purchasing delays
Products deterioration/shrinkage
Expenses due to poor stock management
Control petty cash and on-site payments
Control the project's petty cash, monitor and verify on-site payments, handle cash discrepancies and submit reports to the Project Manager in order to control expenses and prevent any potential irregularity.
Accuracy of on-site payments
Accuracy of the petty cash amount
Quality of control on expenses
Manage administrative documents and records
Manage the proper handling and control of administrative documents and records, make sure that relevant data is entered on BIS and provide required information to internal customers on specific departmental or functional issues in order to support ongoing construction and controls activities.
Up-to-date data on BIS
Accuracy of provided data and information
Timely provision of requested data and information
Develop a culture of customer focus and customer care
Develop a culture of customer focus and customer care at site administration level and provide recommendations on how to improve provided services to optimize customers satisfaction.
Coaching skills
Ability to promote a customer focus and customer care culture
Provide guidance and support to subordinate staff
Provide guidance and support to subordinate staff and act as a point of expertise and reference within own area of specialty.
Quality of provided guidance and support
Availability whenever needed by subordinates
Qualifications, experience and skills
BA with a minimum of 10 to 15 years of experience.
Computer literate.
Good interpersonal and analytical skills.
Good English language skill.