Administrative Department Manager

Information Flow Management (10%)

·       Ensure there are efficient and effective processes for the flow of information between the headquarters office in Baku and the regional branch office (phone calls, emails and if needed courier requirements). Maintain the appropriate logs and journals.

·       Ensure there is adequately staffed and professional reception service in head office. Keep under observation the visitors coming to the office and their signing on registration form for visitors.

·       Ensure there is adequate equipment for the flow of information such as (FINCA line phone, mobile), and on a need basis coordinate with IT department for e-mail, skype, internet, MIS connectivity, etc., the equipment is always in order and timely maintained as well as adequate for the current demand  

·       Ensure that all telephone, fax and email information is appropriately disseminated on a timely basis.

·       Oversee the translation of oral and written materials in the administrative area.

·       Oversee the head office security. Meet regularly with staff involved in security including Admin, Risk and IT staff, as well as with building security to ascertain potential security risks and problems. Report findings to CEO regularly for the head office and to the CCO for branch matters.

Procurement (20% )

·       Ensure that all office supplies, materials and equipments are procured in a timely, cost effective manner, which ensures compliance with approved policy and procedures.

·       Ensure that the FINCA Azerbaijan offices are adequately stocked with supplies and equipment. Coordinate collection monthly request for office supplies from all departments and branches. Ensure requests are made and fulfilled according to the supply request procedure.

·       Establish and control Administrative department annual budgets and receive approval from the Management Board

·       Manage the procurement process and vendor management procedures, ensure tender committee process works as expected and per procedure. Monitor all procurement processes to ensure all areas are working as intended and in full compliance of the Procurement Manual and Vendor Management Policies. Ensure necessary approvals are received for all major purchases of office commodities and equipment and other purchases as per the Procurement Manual and Vendor Management Manual.

·       Manage inventory and ensure inventory is correct and that company equipment this information is assigned to an individual and this information is updated and kept timely. Manage the company inventory checking process. Monitor inventory in head office and branches periodically for correctness.

·       Negotiate with suppliers to obtain the best possible price and quality for all purchases. Identify where office purchases and any purchases or expenses can be trimmed. Document all fixed asset purchases.

·       Oversee all office purchases and work with Finance Department to ensure they are properly documented and approved.

·       Work with CEO and Finance Department to develop a departmental budget. Assume responsibility for the budget once it is developed and approved.

·       Ensure that all monthly office related bills for the company are paid in-full and on a timely basis.

Facilities (10%)

·       Ensure that all office premises and physical work spaces are secure and serve the needs of staff and contribute to the establishment of a healthy, pleasant and professional work atmosphere.

·       Ensure that heating, electrical and plumbing in the offices are in excellent conditions. Maintain a list of service providers.

·       Ensure that all lease agreements are up to date on all properties rented by FINCA Azerbaijan.

·       Assist head office and branches in obtaining additional office spaces or market rooms as necessary.

·       Oversee those office areas and are clean and professional in appearance. Negotiate and manage the cleaning contracts.

·       Supervise the day-to-day maintenance needs of the head and branch offices as necessary. Ensure that all office commodities and equipment (chairs, desks, computers, etc.) are properly maintained and serviced or repaired. Maintain a list of maintenance contractors.

·       Continually work with the various departments to ensure the most efficient use of office space and equipment.

·       Inventory and track all fixed assets of the office. Apply proper identification labels and maintain complete documentation. Perform an annual inventory and prepare proper documentation for the removal of damaged assets.

·       Ensure that all FINCA Azerbaijan office facilities are brought into compliance with fire safety and security system laws and regulations of Azerbaijan.

·       Maintain and log all keys for regional office.

·       Ensure security and safety equipment and activities are in place in all offices in accordance with company rules.

Archive (5% )

·       Ensure company archive is properly managed, secure and in order. Develop and maintain procedures to ensure archive function works properly and transparently and securely. Maintain security and orderliness of company records.

·       Ensure branch documents are properly managed, secure and in order. Ensure document flow of client files to archive as per procedure and in a timely manner.

Transport (5% )

·       Maintain FINCA Azerbaijan vehicle administration policy and ensure that policy is kept updated, relevant and appropriate to meet the requirements of operations.

·       Ensure FINCA vehicles are adequately managed, used and maintained

·       Ensure FINCA head office drivers and effectively managed, transportation needs of head office departments and timely registered and head office transportation are planed 

·    Supervise hired vehicles at FINCA Azerbaijan branches are utilized according to the FINCA policies, procedures and senior management memos.

·       Ensure that hired vehicles are kept in excellent running condition and meet minimal safety standards.

·       Coordinate expatriate, national staff and other company travel as required including delivery and departure, flight reservations and accommodations.

Managing Administrative Department (20%)

·   Defining, setting, developing main administrative functions needed to support day to day business operations at FINCA Azerbaijan offices. Ensure that up-to-date guideline, policies and manuals are established for all administrative systems and procedures are being implemented correctly in support of FINCA operations. Ensure training and communication of these policies and procedures to appropriate staff.

·     Ensure main functional areas of the Administrative Department including but not limited to information flow, procurement, transportation, office maintenance, office supplies, etc. are adequately staffed.

·      Build the capacity of staff members who are responsible for the main Administrative Department functions so they work efficiently, professionally, are empowered and able to work both independently and collaboratively. Ensure Administrative Department staff members are trained to provide high quality services.

·       Coordinate the workflow of all administrative personnel. Ensure that administrative personnel are effectively managing their work and time. Approve timesheets for all administrative personnel. Monitor the hours entered by staff.

·       Timely evaluation of Administrative Department staff members as per company performance management guidelines. Coach and develop team members as required to meet company goals. 

Education & Experience        

 Minimum 2 years of managerial level work experience

University degree, preferably in business related area if study

Language Skills

Fluency in Azerbaijani and English languages

Computer Skills            

High level of Computer literacy, including Word, Powewrpoint, and Excel