Administrative Support Executive

Purpose of Role

To ensure that the day-to-day efficient running of the administation functions for the laboratory, including general support services to the core business function, and management of all aspects relating to maintaining the site.

Areas of Responsibility

1. Procurement

• Ensure inventory and stock management are maintained in response to lead time and economic order quantities.
• Ensure adequate stock of office supplies is maintained.
• In association with Laboratory Operations Manager and relevant stakeholders, negotiate with critical suppliers to ensure procurement savings.
• Conduct supplier evaluation assessment and maintain Approved Supplier register.

2. Site Management

• Safe management of chemicals stocks and dangerous goods store.
• Ensure waste disposal is in accordance with National Environment Agency (NEA).
• Liaise with landlord and contractors i.e. copier, cleaning, pest control and air-conditioners on site matters.
• Handle any repair or maintenance relating to the laboratory and office.

3. Administrative Management

• Ensure PPE and lockers are provided for new staff and recovery from leaving staff.
• Staff overtime management.
• Corporate mobile line and broadband management.

4. Accounts Payable Management

• Manage and process vendor invoices, ensuring accurate and timely payments. This includes tasks like verifying invoices, handling discrepancies, maintaining records and preparing payments.

5. Ensure that Group Manager and Laboratory Operations Manager are aware of any operational or productivity issues as and when they arise.

6. Ensure staff always follow and adhere to the correct procurement procedures.

7. To participate in internal and external audits as required.

Job Requirements

• Possess a Diploma or equivalent qualification in any discipline
• Self-driven, highly motivated and able to work independently
• Proficiency in Microsoft Office applications
• Attention to detail and accuracy in tasks
• Strong organizational and time management abilities