Duties of an Administration Manager
The core duties of an Administration Manager are in Financial Management, Personnel Management, Estate Management and General Administration. These duties are as listed below, though it must be stressed that they are not exhaustive.
Financial Administration
To assist the Principal in the budgeting process, financial control in the expenditure of public money, and the collection of revenues. This may entail the following duties:
- Controls School Budget
- Be Approving Officer of some votes
- Be Approving Officer for submission of medical claim forms
- Supervises the collection of fees and revenue for the school
- Manages the school financial system like IFAAS
- Ensures that effective and efficient systems and procedures are in place and are complied with by staff performing financial duties.
Personnel Management
To assist Principal in discharging duties related to personnel matters and these may entail the following:
- Buys support staff services e.g. library technicians, supplementary clerical support
- Supervises the general administrative support staff such as the clerical officers and office attendant.
- Co-ordinates all personnel matters of administrative staff and leave and medical matters of all school staff
- Carries out personnel administration for all teaching and non-teaching staff as assigned by the Principal or Vice-Principal
Estate Management
To act as an Estate Manager for the school. The tasks include:
- Puts up proposals and liases with HQ staff officers on school maintenance and improvements to be carried out to the school buildings.
Generally, the Operations Manager should handle the operational aspects of Estate Management whilst the administrative aspects should be left to the Administration Manager. The Principal will decide the ultimate decision on the delineation of function for Estate Management. In the absence of either the Administration Manager or Operations Manager, all the duties for Estate Management will fall on the existing officer, be it the Administration Manager or Operations Manager.
School Supplies
To assist the Principal with the procurement of small values and “S” coded items for the schools. The tasks include:
- Processes and evaluates quotations, puts up recommendations to Principal for approval
- Procures approved items for the school
- Procures teaching materials and supplies for the school.
To assist the Principal in store inventory and management. This entails the following duties:
- Ensures that there is regular stock-taking of school physical stocks by the respective teachers-in-charge.
- Accounts for and conducts annual stock-take of school physical items by the respective teachers-in-charge.
- Condemns furniture and equipment in school.
- Replenishes furniture and equipment in the General Office and classrooms from Term Contracts established by School Supplies Section, or through contractors as approved.
General Services
To assist the Principal to carry out duties on general matters and the tasks include the following:
- Prepares agreements/contracts for workshops, tuckshops, canteen vendors or any other parties as may arise
- Manages the workflow and documents in the General Office.
Others
To assist the Principal in any other duties as assigned and these may include the following:
- Manages the General Office
- Assists the Principal in answering audit queries.
- Performs any duty or duties as assigned by the Principal.