Olumide Alabi

Connections 8

State Office Administrative Officer at The British Council Nigeria

since November, 2018

ol***ss@gmail.com

About

Performance-driven, knowledgeable and experienced Administrative Officer with 12 years in administrations. Six (6) years of extensive experience in International Non–Governmental Organisation (INGO); and six (6) years of ample experience in private sector. Managing various daily office operations, ...

Skills

End to end Recruitment
8
Procurement processes in INGO sector
9
Procurement and Supply Chain Management
9
Performance Management
9
Payroll Management
7
humanitarian
8
English
10
Hausa
8

Experience

Olumide Alabi

Work experience

State Office Administrative Officer at The British Council Nigeria

November, 2018 -
Fulltime

 PROCUREMENT & FINANCE:
o Responsible for provision of administrative support, logistics, airports pick up and drop-offs, hotel accommodations, halls for trainings, and materials for trainings of the British Council activities in Yobe and Borno offices as the case may be.
o Ensure Preparation of Purchase Order (PO) through excellent knowledge of SAP software, according to the approved bid analysis and quotation, inclusive necessary information on asset number, specifications, quantity, prices, delivery, and payments terms
o Responsible for preparation of Request for Payment by sharing all required supporting documents from Purchase Request (PR) until Goods Receiving Note (GRN) are attached, submit it to Finance Department and update the logbook accordingly
o Ensure all the Good Receipt Notes (GRN) of all items or goods received are properly and efficiently posted on SAP database, and proper invoices records keepings are maintained, filled and managed in accordance with the British Council policies and procedures.
o Ensure proper follow up of purchase orders status and keep requester informed of estimated time of delivery or any changes that may affect or modify the pre-determined delivery condition.
o Ensure the preparation and sharing of RFQ or tender documents in all fields for all works, services, and goods after receiving the approved Purchase Requisition.
o Ensure effective and efficient closure of open POs and PRs at month end, and manage e-filling for all the assigned procurement and logistics documents
o In line with the Programme budget and working closely with the finance officer and Manager, ensure value for money of all procurements for Programme activities carried out in the state.
o Ensure the completeness of supporting documents in all respect which includes authenticity of signatures, cross-checking attendance sheets with respect to vendor’s payments.
o Managing of all offers and quotations and prepare bids analysis accordingly with the Procurement Manager and Programme Manager consent, making recommendation for best offers received on goods/services; and seek the related approval according to the British Council procedures.
o Carry out monthly cash count as per the British Council and European Union policies and procedures.
o Responsible for drafting of service agreement, construction agreement, supply and delivery contract and other procurement & logistics related contract in addition to the procurement policies.
 LOGISTICS:
o Responsible for coordinating all logistics related of any training that involves the British Council projects in Yobe and ensure smooth running of the training in accordance with the British Council procurement policy and procedures or guidelines.
o Ensure proper review and monitoring of travel claims as well as supporting documentation completeness, validity, conformity, reasonableness, and accuracy.
o Responsible for overseeing all logistics arrangements including maintaining an updated record of events, travel itineraries of staff and short-term consultants to ensure proper delivery and satisfaction of service to the projects.
o Responsible for all accommodations and halls bookings for all British Council events, workshops, trainings, meetings, and seminars within and outside Yobe State.
o Coordinate and follow-up the processing or renewal of the office and Guest House lease agreement, ensuring the payments of the rents renewal are made on time for effective, efficient, and excellent working environment and operational delivery.
o Lead the compilation of participants list during workshop and seminars at every event, both the fields’ activities and state activities.
 GENERAL OFFICE ADMINISTRATION & OPERATIONS:
o Manage the Yobe office staff filing system and ensure all files are updated with the right documents and ensure safe custody of all the files. Ensure regular checks in all the staff personal files to ensure efficiency and effectiveness.
o Ensure proper documentation and maintenance of information of all related services such as travel, protocol related and facilities management to achieve seamless and excellent working environment.
o Maintain appropriate filling systems, accountable stationaries register, and assets register in liaison with the Procurement and Estate Manager so that all contracts, reports and correspondence are filed properly, and all stationaries and equipment are recorded correctly.
o Manage and maintain excellent records both manually and electronically in accordance with the established policies and procedures of the British Council.
o Oversee the management and maintenance of the assets, utilities, office equipment, consumables, and supplies.
o Responsible for recording and updating of office assets in the asset register.
o Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents.
o Line manages the office drivers, cleaners, and security officers by providing supervision, coaching and mentoring support in developing vehicles movement plan, implementation and review.
 ACHIVEMENTS AT THE BRITISH COUNCIL NIGERIA:
o Contributed to the training of the traditional rulers on dispute resolution in Pataskum Emirate, Fika Emirate, Bade Emirate and Damaturu Emirate LGAs of Yobe State; where 46,000 cases were supported.
o Contributed to the establishment of Community Accountability Forum (CAF) in 13 Local Government Areas of Yobe State.
o Contributed to the establishment of Sexual Assault Referral Centres (SARCs) in Yobe State.
o Coordinated the logistics and travel arrangements for all MCN staff and stakeholders across Adamawa, Borno and Yobe, leading to cost reduction of over 4 Million Naira for the British Council Programmes.
o Contributed to the considerable reduction in the number of violent incidents across Yobe State in general.

Olumide Alabi

Work experience

Base Human Resources & Administrative Assistant at Action Against Hunger ACF-International

October, 2017 - November, 2018
Fulltime

 GENERAL OFFICE ADMINISTRATIONS & OPERATIONS:
o Maintain a database of all staff information, documents expiration dates, etc., and follow up with the appropriate staff members to get any missing documents or information.
o Support the Base HR & Admin Officer in managing and frequent updating of AAH organogram using Visio Software.
o Provide administrative support for staff welfare programs and activities. Both at the base and well as the sub-base stations.
o Prepare contracts for all daily workers, casual workers, Enumerators and close to 300 Health promoters at various LGAs of AAH operations in Yobe State.
o Manage all travel authorizations which is not limited to Hotel Reservations for staff members and visitors, proper documentation and systematic tracking system.
o Provide administrative support for pension and salary account openings or changes.
o Provide administrative in monthly preparation of Procurement request for the HR department; and follow-up accordingly to achieve excellent result and meet deadlines.
o Serve as the focal person for all administrative and logistical support for all the sub-bases in Yobe
(Bade, Fune & Potiskum Offices)
o Collection and updating the End of Probation, & End of Contract Performance Appraisal of all employees in their personal files.
o Conduction of exit interview for leavers while adhering to the procedures of end of contract clearance.
o Making requisitions of the office supplies, equipment and arrange for distribution together with the appropriate delivery notes or inventory records to various sub-bases offices at LGAs.
o Excellent knowledge of Human Resources regulations and procedures as well as Nigerian Labour Law.
o Collection and updating of employees leave days on the system for monthly payroll computations.
o Managing database of all staff information, documents, expiration dates, etc. and follow up with the appropriate people to get any missing documents or information.
o Ensuring consistency in the filing system of Base HR Documents.
 RECRUITMENT:
o Assist the HR Officer in shortlisting of candidates and invite the shortlisted candidate for interview.
o Ensure reference checks are carried out before offer letter is issued out to the selected candidate.
o Manage the recruitment of daily workers, casual workers, Enumerators and Health Promoters at various LGAs of AAH operations in Yobe State.
o Inviting the applicants for the written test and interviews, setting up venues for written test and interviews, & conducting adequate background check of employment histories of selected candidates.
o Responsible for planning and ensuring systematic induction, orientation & On-boarding for all new employees of the designations.
 PAYROLL ADMINISTRATIONS:
o Support in the preparation of monthly payroll for National staff using Homere Software while adhering to the AAH policies and procedures in terms of budget line and financial line of various active projects.
 ACHIVEMENTS AT ACTION AGAINST HUNGER, ACF INTERNATIONAL:
o Contributed to the training of over 400 enumerators of Action Against Hunger across Damaturu, Gujba, Potiskum, Bade, Fune and Nangere Local Government Areas of Yobe State
o Coordinated the drafting of contracts for over 300 Health Promoters of Action Against Hunger across Damaturu, Gujba, Potiskum, Bade, Fune and Nangere Local Government Areas of Yobe State .
o Coordinated the electronic and physical archiving of over 300 staff members files or documents of Action Against Hunger in Yobe State.

Olumide Alabi

Education

Master in Business Administration (MBA) at Modibbo Adama University of Technology, Yola Adamawa State

September, 2016 - November, 2021
Fulltime

Human Resource Management as Specialized Area.

Olumide Alabi

Education

o Postgraduate Diploma in Management (PGDM) at American University of Nigeria, Yola Adamawa State.

August, 2012 - August, 2013
Fulltime

Postgraduate Diploma in Management (PGDM)

Olumide Alabi

Work experience

Administrative & Facilities Supervisor at American University of Nigeria (AUN)

December, 2011 - October, 2017
Fulltime

 GENERAL OFFICE ADMINISTRATIONS & OPERATIONS:
o Collects, compiles, evaluates, and reports department-specific program or administrative information; oversees quality control of database or spreadsheet information; conducts expenditure/revenue review; assists in budget preparation; performs program/accounting audit research; completes assignments in space planning, personnel, staff utilization, contract administration, and office automation.
o Develops work unit specific databases and other record management activities; coordinates the production of such documents as Board Meeting packets, statistical reports, or public presentation/ information materials; schedules work; drafts meeting minutes and routine correspondence.
o Serves as departmental resource on activities supervised and clerical procedures; assists supervisors and professional staff in organizing work processes and coordinating work through the department/division; resolves intra-departmental operational problems; serves as central point within department/division to ease management/administrative communication.
o Coordinates with department staff and representatives of other departments on such administrative and operational matters as personnel, accounting, purchasing, building maintenance/repair, and telephone services.
o Supervises and oversees the work of the Administrative Assistant, covers for Administrative Assistant when on vacation.
 RECRUITMENT:
o Coordinates and oversees various HR functions including recruitment and selection of new hires, conducts background investigations, administers employee benefit programs, handles workers compensation claims, develops, and recommends personnel policies and policy revisions to the General Manager, and ensures compliance with Labor and Equal Employment Opportunity laws and regulations.
o Plans and organizes clerical support activities; establishes procedures, practices, and work methods to increase work unit effectiveness and efficiency; coordinates work performed in support of one or more functional units by providing central authority, disseminating information, determining assignment of functional responsibility, and supervising staff.
o Collect documents from employees as per standard checklist.
o Responsible for planning and ensuring systematic induction for all new employees of the designations.
 FACILITIES:
o Day to day coordination and correspondence with internal and external stakeholders regarding scheduled work, Work in Progress (WIP), completed work and contract management.
o Assist with the management of external service providers for day to day delivery of facilities management services.
o Undertake customer service surveys, audits and on-site inspections to ensure work is being executed in accordance with agreed standards and the supplier agreements.
o Assist with compilation, coordination and monitoring of budgets for building services and procurement activities.
o Make recommendations for the improvement of operational procedures and processes for the Facilities Management working stream.
o Assist the team to analyse contract statistics and performance, complete tasks and implement plans to ensure agreed outcomes are achieved.
o Maintain and update systems, processes and policies to ensure information pertaining to facilities management is accurate, stored correctly and accessible.