DESCRIPTION
ESTATE SERVICES MANAGEMENT:
 Estimate the District needs of stationeries/small office equipment and materials and pro-actively plan and process
re-stocking of materials.
 Treats requests for stationeries supply and monitors the monthly requested items for excesses to discourage
creation of “satellite stores” in individual departments.
 Receives ordered stationeries and materials from vendors. Inspects to confirm that quality and quantity are as
specified in Purchase Order. Recommend for rejection any sub-standard materials.
 Obtains feedback from users for any new brand of item introduced to ensure customer satisfaction.
 Maintains accurate reporting using stock cards for items and database of requests for trend analysis and audits.
 Administers the meeting resources in an efficient manner by always consulting the supposed user to ensure efficient
usage and ensure there are no clashes and mix-ups in the schedule sheet.
 Distributes mails from other affiliate through SAGA, other courier houses and mails from all other locations.
 Efficient distribution of incoming mails within the office base and delivery of the outgoing mails including those going
overseas.
 Supervises and monitors stock and distribution of office & household furniture/ equipment and appliances
 Maintains accurate and up to date records of all offices & household furniture/equipment and appliances in offices
and ensure proper accountability.
 Supervises the relocation and movement of staff from one office to another as programmed.
 Receives calls/mails from GS Helpdesk in respect to faults or requests and treats same with dispatch.
 Supervises satellite TV installations, renewals and repairs in the offices.
 Responds to routine and emergency situations within the offices.
 Assist in office key management in the main base.
 Ensure proper cleaning of the internal space of office buildings in the main base.
 Any other ad hoc duty that may be assigned by the hierarchy.
COMPLEXITY & PROBLEM SOLVING:
 Treats requests for stationeries supply and monitors the monthly requested items for excesses to discourage
creation of “satellite stores” in individual departments.
 Obtains feedback from users for any new brand of item (office equipment & Stationeries) introduced to ensure
customer satisfaction.
 Administers the meeting resources in an efficient manner by always consulting the supposed user to ensure
efficient usage and ensure there are no clashes and mix-ups in the schedule sheet.
 Supervises the relocation and movement of staff from one office to another as programmed and on request
 Receives calls/mails from GS Helpdesk in respect to faults or requests and treats same with dispatch.
 Supervises satellite TV installations, renewal and repairs in the offices and residences.
 Responds to routine and emergency situations within the offices and residences.
 Assist in office key management in the main base.
ADMINISTRATION:
 Maintains accurate reporting system of all items and database of requests for trend analysis and audits.
 Maintains accurate and up to date records of all offices & household furniture/equipment and appliances in the
offices and ensure proper accountability.
 Keep adequate records of monthly proforma invoices of the individual contractors.
 Initiate payment process by raising an E-JPC request to every invoice received.
 Follow up and monitor the expiration of every contract for renewal processes.
ACCOUNTABILITIES
 Providing adequate stock and standard of frequently used stationery materials to end-user departments for their
secretarial duties.
 Providing meeting room as required for scheduled and unscheduled meetings of the various departments to their
satisfaction.
 Avoiding mix-up of meeting booking schedules that could lead to embarrassment for the division and company,
constant contact with users made before the meeting time.
 Mail distributions of Incoming and Outgoing from all locations are done with records for tracking purposes and or
evidence of delivery, to measure efficiency and avoid missing mails.
 Provide prompt office movement and hall arrangements for events as required and requested.
 Provides routine checks on all DSTV decoder and satellite TV systems. To avoid malfunctions/maintenance issues
 Provide room for spare keys, monitor usage and make same available for emergencies.
JOB REQUIREMENT
BSC/HND in Social or Management Sciences or BA, Humanities
 Diligence and honesty are a must-have.
 Exceptional knowledge of Microsoft packages especially Excel
 Ability to draw up and put together Reporting tools
 Ability to work under pressure and multitask
 5 – 8 years relevant working experience in similar job and largescale business environment.