Administration Manager at CIC Insurance

Administration Manager PURPOSE:

Reporting to the Head of Supply Chain, Facilities, and Administration, the Administration Manager will be responsible for coordinating and overseeing all administrative services to ensure an efficient, secure, and well-supported working environment across the Group. The role focuses on vendor oversight (including cleaning and security), office equipment administration and disposal, general office management, document control, logistics, and administrative support services. This role enhances organizational effectiveness by delivering responsive and reliable administrative operations.

PRIMARY RESPONSIBILITIES:

Administrative Services Oversight

• Manage service contracts and SLAs for cleaning, security, courier, and other office support vendors.
• Monitor performance of cleaning and security providers to ensure service quality and compliance with safety and hygiene standards.
• Coordinate general maintenance and cleanliness of offices in liaison with facilities teams.

Office Equipment Administration and Disposal

• Oversee the allocation, tracking, and condition monitoring of office equipment such as laptops, desktops, printers, and other shared assets.
• Maintain an up-to-date inventory of all administrative and ICT-related office equipment.
• In liaison with ICT and Finance, coordinate the decommissioning, transfer, or disposal of obsolete office equipment in line with asset disposal policies.
• Support procurement and onboarding processes for new office equipment, including tagging and documentation.

Office Administration

• Ensure offices are adequately stocked and equipped for daily operations, including consumables and general supplies.
• Coordinate workspace planning, movement of staff, and reorganization of office layouts to accommodate business needs.

Records and Document Management

• Implement and maintain records handling and archiving systems in line with Group policies and regulatory requirements.
• Support digitization initiatives in collaboration with Records and ICT teams.

Staff Support Services

• Manage logistics for staff travel, accommodation, and transportation needs.
• Coordinate internal events and meetings through effective administrative planning and venue readiness.

Budgeting and Compliance

• Prepare and monitor the administration budget and ensure cost-effective delivery of services.
• Ensure compliance with internal policies and regulations relating to administrative operations and asset management.

Team Leadership

• Supervise and support administrative staff including drivers, messengers, and outsourced assistants.
• Foster a high-performance culture through continuous feedback, training, and coaching of administrative personnel.

Key Skills, Knowledge, Experience and Behavioural Competencies
Academic and Professional Requirements

• Education    Bachelor’s Degree    Degree in Business Administration, Management, or a related discipline.
• Professional Qualification    Certification or training in asset management, office operations, or facilities coordination is an added advantage.

Experience Required:

• Relevant experience    Minimum 5–7 years of relevant experience in administrative and support services within a corporate setting.

Skills and Competencies

• Experience with vendor management, inventory control, and office equipment lifecycle management.
• Excellent planning and organizational skills.
• Strong understanding of administrative systems, asset tracking, and vendor oversight.
• High attention to detail and integrity in handling equipment and records.
• Effective communication and interpersonal skills.
• Proficiency in Microsoft Office and asset/inventory tracking tools.

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