Team Member - Administration - P3
VFS Global
Remote
Manage day-to-day administration and control expenses related to maintenance, utilities, communications equipment, and hospitality services.
Ensure the upkeep and maintenance of office furniture, fixtures, and equipment, and represent the administration team during audits.
Maintain and manage all communication systems including video conferencing, telephones, and mobile devices.
Oversee the implementation of contracts negotiated with service providers.
Provide stationery, food, and corporate gifts based on requests from business units and management.
Maintain records of utility bills, vendor invoices, and other expenses to ensure timely processing and payment.
Process material management payments through SAP.
Ensure compliance with VFAR and purchase policy in invoice processing.
Manage petty cash for day-to-day expenses, prepare vouchers, and report on payments to vendors.
Collaborate with employees, vendors, and service providers to address procurement, repair, and maintenance needs.
Maintain proper documentation of reports, audits, contracts, and other administrative records.
Ensure compliance with ISO 14001 and implement measures to preserve the environment by managing energy consumption and waste.
Adhere to the code of conduct and follow VFS Administration Standard Operating procedures.
Protect sensitive information by adhering to VFS' Global information security policies and procedures.
Job Description
Monitor compliance of shops and licenses and ensure timely renewal of vendor contracts.
Respond to inquiries, troubleshoot issues, and maintain stakeholder satisfaction.
Manage the timely renewal of maintenance contracts.
Oversee the handover and takeover of premises, obtaining clearance certificates during transitions.
Sustainability
Promote judicious use of natural resources.
Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines
Anti Bribery Management Systems (ABMS)
Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual.
Understanding of ethical standards and the importance of integrity in business practices.
Ability to identify and evaluate risks related to bribery in various business contexts. For more detailed explanation, follow the ABMS manual.
Competencies
BC-Communication
BC-Delivering Results
BC -Diversity, Equity and Inclusion Orientation
BC-Entrepreneurship
BC-Leadership
BC-Personal & Prof Dev.
BC-Quality & Service Orientation
BC-Teamwork and Collaboration
FC-House Keeping
FC-Liaisoning
FC-Procurement
FC-Stationary Management
BC - Digital Fluency