Job Description: Assistant Manager Administration

Location: Kana Group, Kuwait

Reporting to: Human Resources Manager

Position Overview:

The Assistant Manager Administration is responsible for overseeing and managing the day-to-day administrative operations at Kana Group, ensuring smooth and efficient office functions, facility management, and government-related formalities. The role supports the Human Resources Manager and plays a key role in managing administrative services, vendor relations, and legal compliance.

Key Responsibilities:

1. Administrative Management:

• Oversee all administrative tasks to ensure smooth daily operations.
• Manage procurement and ensure office supplies and equipment are maintained at required levels.
• Coordinate with vendors, service providers, and contractors for office maintenance and services.

1. Facilities and Infrastructure Management:

• Ensure the upkeep and maintenance of office facilities, including security, cleaning, and repairs.
• Manage office space planning and optimize workspace efficiency.
• Collaborate with IT and other departments for infrastructure requirements and setup.

1. Government Formalities:

• Liaise with government authorities, including ministries, municipality, and immigration departments, to ensure compliance with local laws and regulations.
• Handle formalities related to work permits, residency renewals, and visa applications for employees.
• Ensure timely submission of documents for governmental approvals and registrations, such as trade licenses, business permits, and health and safety certifications.
• Maintain updated records of all government-related documentation and ensure compliance with regulatory requirements.
• Manage communication with labor and legal authorities regarding employee disputes or legal matters.

1. Team Supervision:

• Manage support staff, including receptionists, clerks, and office assistants, and assign tasks accordingly.
• Provide guidance and training to junior administrative team members.
• Ensure timely and efficient completion of administrative functions.

1. Policy and Procedure Implementation:

• Assist in developing and enforcing administrative policies and procedures.
• Ensure compliance with internal policies, safety protocols, and government regulations.
• Maintain and update records related to administrative operations and legal processes.

1. Budget and Resource Management:

• Assist the HR Manager in preparing and managing the administrative budget.
• Track and report administrative expenses to ensure alignment with budgetary goals.
• Identify cost-saving opportunities while maintaining operational efficiency.

1. Vendor and Contract Management:

• Manage contracts with service providers, including office equipment, maintenance, and legal consultants.
• Oversee the quality of services provided by external vendors and ensure contractual obligations are met.
• Negotiate agreements with suppliers and service providers.

1. Event and Travel Coordination:

• Organize corporate events, meetings, and conferences, ensuring proper logistical arrangements.
• Oversee employee travel arrangements, including visa processing, bookings, and accommodations.

1. Employee Support Services:

• Provide support to HR functions, including employee onboarding, office setup, and related services.
• Handle employee queries and issues related to office administration, government formalities, and facilities management.

Qualifications and Requirements:

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• 5+ years of experience in administrative management, with at least 2 years in a supervisory role.
• Strong knowledge of government processes and regulations in Kuwait, particularly related to visas, labor laws, and business permits.
• Excellent organizational, leadership, and communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Experience in vendor management and government liaison is essential.
• Ability to handle confidential information with discretion.

Key Competencies:

• Strong understanding of government regulatory compliance.
• Ability to manage and prioritize multiple tasks efficiently.
• Effective problem-solving and decision-making skills.
• High attention to detail, with strong analytical abilities.
• Strong interpersonal skills for engaging with both internal and external stakeholders.