Admin and General Services Team Leader

Frontieri Consult PLC, based in Addis Ababa, Ethiopia, and with branch offices in Berlin (Germany), Juba (South Sudan), Nairobi (Kenya), and Kampala (Uganda) is one of the leading consulting firms. The firm was established in 2008 primarily to undertake research and consultancy assignments in the areas of development and growth in several disciplines. It works with a range of development issues commissioned by governmental and non-governmental organizations, and bilateral and multilateral institutions.

Frontieri is a company for talented researchers with different backgrounds and perspectives and we have gathered competent professionals and work in partnership with scholars across the country and abroad in Social Protection and Development; Health, Nutrition, and Gender; Agriculture and Rural Development; Education and Youth Development; and Market and Private Sector Development. For further information, please visit our website at: www.frontieri.com 

Job Summary:

Under the supervision of the Strategy, Performance and Learning Senior Director, the Admin and General Services Team Leader is responsible for the overall administration and general services management of the consulting firm. This role oversees both logistics coordination (including service procurement and facility management) and office services provision, ensuring a conducive work environment aligns with company policy and best practices.

The position holder is also responsible for the performance management of staff within the team.

Key Duties and Responsibilities:

• Participate in designing and implementing innovative strategies for office supply procurement.
• Ensure all employees, including new hires, complete a formal orientation covering office use, service provision, and property responsibility. Report any property accidents immediately.
• Develop and implement strategies for various services, including consultant service agreements, office rent agreements, and vehicle service agreements.
• Manage daily office operations, including maintaining supplies, ensuring equipment functionality, and coordinating with vendors for office maintenance.
• Oversee all office and project administrative activities efficiently.
• Schedule and coordinate vehicles and drivers, including field vehicle booking schedules.
• Coordinate workshop/training events as required, handling hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire, and providing participant support during events.   
• Track office inventory and supplies, initiating purchase orders to replenish stock when necessary.
• Enter data into databases and maintain accurate records related to office activities, inventory, and logistics operations.
• Handle incoming and outgoing communications (emails, phone calls, inquiries).
• Organize and maintain physical and digital files, documents, and contracts for easy retrieval and access.
• Ensure well-maintained and secure office space, coordinating repairs and maintenance as needed.
• Collaborate with external vendors and provide logistical support for project activities and office staff (travel arrangements, visas, field visits).
• Review all service provider contracts and terms and conditions.
• Format, design, and prepare documents for printing and copying upon final approval from the Team Leader and/or Head of Operations.
• Supervise insurance coverage for vehicles, personnel, and property.
• Oversee proper and accurate facilitation of property management procedures.
• Conduct quarterly, biannual, and annual inventory counts and develop reports.
• Maintain a cost-conscious mindset and work towards efficient operation of vehicle administration, goods/service procurement, and office supply utilization.
• Ensure clean and well-maintained offices with fresh air and proper refreshment services as per company policy and practice.
• Administer office rent agreements for all country offices.
• Ensure proper registration and storage of all store items.
• Maintain a fixed asset register with detailed information and identification numbers.
• Adhere to all necessary formalities for receiving and dispatching goods.
• Ensure timely replacement of fast-moving stock items to avoid gaps in availability.
• Uphold established procurement policies and procedures.
• Coordinate quarterly and annual asset and equipment inventory in line with Frontieri Consult's Manual.
• Generate monthly, quarterly, biannual, and annual performance reports.
• Manage staff performance through planning, assessment, and reporting in accordance with the company's protocol.
• Handle other similar activities as instructed by the Senior Director.

Qualification and Experience:

• Bachelor's Degree in Business Management, Administration, Procurement/Purchasing, or related fields.
• Minimum 5 years of experience in a similar role, including 2 years in a supervisory capacity.
• Experience in Logistics company, Manufacturing company is preferred.

How To Apply

If you meet the qualifications above and are interested in the position, please submit only your application letter and updated CV to career@frontieri.com, and for alternative submit your CV through Admin and General Services Team Leader – Vasta (vastatalent.com); include the position title in the subject line of your email.