The General Services Officer within the HR Department is a pivotal role responsible for overseeing the efficient operation and maintenance of the organization's physical assets, particularly in the areas of fleet management, fuel control, and office equipment. This position requires a highly organized and detail-oriented individual who can effectively manage multiple tasks and contribute to a positive and productive work environment.

Roles and Responsibilities

• Oversee the procurement, distribution, and management of office supplies and consumables.

• Maintain an up-to-date inventory of office supplies and track usage to prevent shortages or overstocking.

• Implement cost-saving measures in the procurement of office supplies and services.

• Coordinate regular inspections of office facilities to identify maintenance needs and ensure a safe and functional workspace.

• Work with external contractors to manage facility repairs, renovations, and general upkeep of the office environment.

• Establish and maintain relationships with vendors and service providers, negotiating contracts and service agreements.

• Monitor vendor performance and ensure timely delivery of services according to contractual obligations.

• Ensure compliance with health and safety regulations in the workplace.

• Conduct safety drills and emergency preparedness training for staff.

• Manage fire safety equipment and emergency exit plans.

• Plan and oversee office layout and space allocation to ensure efficient use of office resources.

• Manage the setup of workstations for new hires and the relocation of employees as needed.

• Track and manage the organization's office assets, including furniture, IT equipment, and appliances.

• Coordinate regular audits of office assets and ensure proper tagging, documentation, and control.

• Organize and coordinate internal events such as meetings, training sessions, and company-wide events.

• Manage logistics for event setups, including seating arrangements, catering, and audiovisual equipment.

• Supervise the cleaning services to ensure the office and surrounding areas are well-maintained, clean, and hygienic.

• Manage the company's security services, including monitoring access control, ensuring the protection of assets, and overseeing guard staff.

• Coordinate with external cleaning and security service providers to ensure quality and timely services.

• Develop and implement sustainability initiatives to reduce the environmental impact of office operations, such as waste management and energy conservation programs.

• Ensure that office waste disposal is conducted in an environmentally friendly manner, including the recycling of paper, plastics, and electronic waste.

• Implement a system to regularly track and record the fuel consumption of all pool cars, ensuring accurate data is collected on mileage and fuel efficiency.

• Administer fuel cards or allowances provided to drivers, ensuring proper usage and documentation of fuel expenses.

• Reconcile fuel receipts and logs with company records to ensure transparency and accountability in fuel consumption.

• performing other related tasks as directed.

Job Requirements

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field.

• Minimum 3 years of experience in a general services or administrative role.

How to Apply

We invite enthusiastic and qualified individuals to apply for our open positions. To be considered, please submit your CV as a single PDF file to hr@ovid-tradinghouse.com. Ensure you mention the position you are applying for in the subject line of your email.

We value every application and appreciate your interest in joining our team. Due to the high volume of applications we receive, only candidates who meet our criteria will be contacted for further steps.

We look forward to reviewing your application and thank you for considering a career with OVID Trading House!