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