OLAITAN SANDRINE FAGBEMI

• My key mission is to ensure the smooth operation of administrative functions and support successful project coordination within all the textile project under Arise IIP in the industrial zone of BENIN
• Resource Management: Oversee the allocation of resources, including staff, equipment, and materials, to support both ongoing operations and specific projects
• Project Coordination: Collaborate with every Business Unit Head to ensure administrative support aligns with project timelines and requirements
• Monitor project progress and assist in resolving administrative issues to keep projects on track
• Process Optimization: Identify and implement process improvements that benefit both day-to-day operations and project execution, ensuring efficiency and productivity
• Team Leadership: Lead and mentor administrative staff, fostering a collaborative and motivated work environment
• Train team members to handle administrative tasks associated with project coordination
• Budget Oversight: Develop and manage budgets for administrative functions and specific projects
• Ensure cost-effective operations and compliance with financial guidelines
• Policy Implementation: Design, implement, and enforce policies and procedures to maintain consistency and compliance in administrative and project coordination tasks
• Cross-Functional Collaboration: Facilitate communication between departments and project teams to ensure seamless coordination and support for project goals
• Quality Assurance: Establish and maintain quality standards for administrative tasks, including those related to project coordination, ensuring accuracy, reliability, and customer satisfaction

• Management of expats onboarding and follow up on all the requirements
• Monitoring hotel bookings for expats accommodations
• Business travel arrangements for senior staff members, securing best deals within desired dates and timeframes (visas, flight ticket, hotel booking, covid test if required)
• Management of expats offboarding requirements in collaboration with human resources department
• Monitoring of all the protocol arrangements
• Management of externalized staff (Drivers, housekeepers, and cooks)
• Car fleet Management (Follow-up of technical inspection of vehicles, Follow-up of vehicle maintenance according to mileage, Processing of car maintenance order forms, fuel cards recharging)
• Management of relations with government structures
• Training and mentoring of the new staff in company procedures and operational activities
• Carry out complex administrative tasks by organizing workloads and priorities between teams and responding to issues promptly
• Monitoring and validate cash requests and expenses related to admin department as necessary
• Management of the contracts with the partners and the different service providers
• Focus on the evolution of the contracts with the legal department
• Management of payments related to all admin activities (Purchase Order / Payment Certificate request via SAP)

• Ensure the seamless execution of administrative tasks, supporting the efficient functioning of the organization.
• Maintain confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.

This involves providing high-quality support for various office activities, facilitating communication among teams, and contributing to a well-organized work environment essential in maintaining the flow of information and ensuring that day-to-day operations run smoothly

• Key intervention area:
• Clerical Support
• Communication and Correspondence
• Travel Coordination
• Office Supplies and Inventory
• Event Coordination
• Project support
• Compliance and Policy Support
• General Office Management
• Management of the administrative budget & expenses
• Overall leading of all the protocol arrangements

• Manage daily operations, ensuring timely completion of tasks and maintaining a well-organized work environment.
• Lead and manage administrative staff, providing guidance and support.
• Prepare reports, presentations, and other documents as required by management.
• Coordinate internal communications, including staff announcements and office-wide notifications.
• Assist with onboarding new employees, including setting up workstations and providing office orientation.
• Handle sensitive information with discretion by adhering to confidentiality protocols at all times.
• Business travel arrangements for, CEO, Managers and heads of departments (visas, flight ticket, hotel booking, travels requirements)
• Collaborate closely with other departments in order to achieve shared goals efficiently.
• Manage relationships with office vendors and suppliers, negotiating contracts and overseeing deliveries
• Ensure timely payment of invoices and maintain good relationships with external partners
• Maintain inventory of office records, files, supplies, proactively restocking materials when needed to minimize downtime due to shortages.
• Organize office events, such as team meetings, business review activities, parties, and other gatherings.
• Invoicing / LMB (Lundi Matin Business) software & Sage Gescom (accounting validation).

• Provide administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Oversee office operations and supplies to ensure efficient executive-level functioning.
• Organize and manage executive-level events, such as board meetings, corporate events
• Handle sensitive and confidential information with discretion.
• Monitor expenses and ensure compliance with budgetary guidelines.
• Manage purchasing, sales, marketing and customer account operations efficiently.
• Establish long-term client relationships through consistent delivery of high-quality products and services.
• Handle problematic customers and clients to assist lower-level employees and maintain excellent customer service.
• Achieve company growth by implementing strategic marketing plans and business development initiatives.
• Ensuring compliance in bid preparation and timely submission of tender documents.
• Track employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits.

• Answer and redirected incoming phone calls for office.
• Provide administrative support by managing schedules and coordinating meetings.
• Assisting in tasks such as job description's creation and selecting candidates with employment agency.
• Liaising with employment agency concerning monthly payroll process to avoid payment errors for employees.
• Train new employees on company policies, procedures.
• Assist in payroll processing to ensure timely delivery of paychecks to all employees.
• Management of employee's files
• Supply of raw materials
• Sales order processing and tracking
• Monthly inventory management