Job Description

The Manager Stakeholder & Administration leads the Administration function for the Capital Projects & Construction Division. The role focuses on enhancing operational efficiency, service quality, and stakeholder satisfaction. It ensures seamless administrative operations, strong stakeholder and protocol management, and optimal use of resources and facilities. The position supports executive leadership, ensures regulatory compliance, and promotes a high‑performance, customer‑focused culture.

Responsibilities

Strategic Leadership & Administrative Governance

• Lead strategic planning and execution of administrative services across the division.
• Define and implement administrative policies, procedures, and SOPs.
• Provide executive direction for facility initiatives, refurbishments, and space planning.
• Ensure development and enforcement of SOPs for facility operations, office support, and vehicle usage.

Facilities Oversight & Infrastructure Development

• Oversee infrastructure enhancement, refurbishments, and office space reconfiguration.
• Set strategic priorities for maintenance and service delivery with FM teams.
• Approve space plans and seating layouts.
• Drive vendor performance and ensure SLA/KPI compliance.
• Oversee building maintenance, including MEP systems, utilities, painting, waterproofing, and parking.
• Monitor facility management performance, handle complaints, and ensure timely contractor response.
• Conduct monthly contractor evaluations and ensure complaint resolution.
• Oversee bi‑annual facility inspections and action plans.
• Ensure employee satisfaction with the office environment.

Administrative Support & Resource Planning

• Oversee procurement requests for office equipment, furniture, and supplies.
• Coordinate relocations and departmental moves.
• Establish resource allocation strategies and support planning.
• Lead minor refurbishment and renovation projects.
• Ensure projects are delivered on time, within scope, and within budget.

Protocol Management & Relations

• Represent the organization in high‑level interactions with government and external stakeholders.
• Oversee stakeholder engagement plans aligned with CP&C objectives.

People Development & Team Leadership

• Lead and develop the administration leadership team.
• Ensure delegation, accountability, and performance improvement through structured meetings and coaching.
• Review performance metrics and address operational gaps.
• Collaborate with HR on workforce planning, talent acquisition, and team development.

Financial Management & Compliance

• Prepare and secure annual budgets for logistics, facility management, manpower outsourcing, fleet management, and office supplies.
• Manage administrative budgets, forecasting, and expenditure control.
• Approve financial and operational reports for informed decision‑making.
• Ensure compliance with internal controls, governance frameworks, and regulatory requirements.
• Manage procurement activities, including PR generation and budget validation.

Requirements & Skills

Top Competencies

• Strategic planning and organizational development
• Communication and interpersonal skills
• Stakeholder and protocol management
• Budgeting and cost control
• Facilities and vendor management
• Decision‑making and problem‑solving
• Strong understanding of government and regulatory processes
• Cultural sensitivity and diplomacy

Education

• Bachelor’s degree in Business Administration, Management, or related field (Master’s preferred).

Experience

• 8–10 years of progressive administrative experience.
• 3–5 years in a managerial or leadership role.
• Proven experience managing large teams, protocol functions, and stakeholder engagement in complex organizations.