Head of Administration Department / İnzibati işlər şöbəsinin müdiri

Role/ Vəzifə: Head of Administration Department/ İnzibati işlər şöbəsinin müdiri

Reporting to/ Hesabat verir: Chief Administrative Officer/ Baş inzibati direktor

Business Division/ Struktur bölmə: Administration/ İdarəetmə

Work location/ İş yeri: Baku office and production field/ Bakı ofisi və istehsalat sahəsi

Department/ Şöbə: Administration Department/ İnzibati işlər şöbəsi

Manage Others/ Digər əməkdaşları idarə edir Yes/ Bəli

Country/ Ölkə: Azerbaijan/ Azərbaycan

Business Need / Purpose of Role:

• This role is essential for ensuring the efficient and strategic management of the company’s administrative functions and office/ production field infrastructure. It is responsible for establishing and executing administrative policies, processes, and standards that support overall business continuity and operational excellence. The position ensures optimal use of resources, cost efficiency, and high-quality service across all administrative areas, including facilities, fleet, travel, and events. It plays a key role in enabling a productive, safe, and well-organized working environment for all employees while supporting senior management in strategic decision-making. Additionally, the role drives continuous improvement and alignment of administrative operations with the company’s long-term business objectives.

Key Responsibilities:

• Provide strategic leadership of the Company’s Administrative Division, defining its development priorities and ensuring the effective execution of departmental objectives.
• Develop, approve, and monitor annual and quarterly operational plans for the Administrative Department, ensuring alignment with the Company’s overall business strategy.
• Ensure the efficient, uninterrupted, and compliant operation of the Company’s office/ production field infrastructure in accordance with corporate standards and business requirements.
• Drive continuous improvement of administrative processes through the implementation of best practices, automation initiatives, and operational efficiency measures.
• Oversee the condition, maintenance, and functionality of all office premises/ production field, equipment, and engineering systems to ensure business continuity.
• Manage the provision of office/ production field utilities, including water, heating, and electricity services, and maintain effective relationships with external service providers and contractors.
• Lead the planning, administration, and control of the departmental budget, including cost optimization and preparation of financial reports
• Approve procurement decisions related to administrative resources, select and evaluate vendors, and oversee contractual arrangements with suppliers.
• Direct the inventory management process for fixed assets, low-value consumables, and other Company property, ensuring accuracy and accountability.
• Ensure effective administration of Company assets, including the allocation and return of material resources during employee onboarding and offboarding processes.
• Lead office/ production field renovation, relocation, and modernization projects, ensuring timely delivery, budget compliance, and quality standards.
• Oversee the coordination of corporate meetings, internal events, and efficient utilization of conference and meeting facilities across the organization.
• Ensure effective management of administrative storage facilities, including stock planning, inventory control, and efficient resource utilization.
• Review and approve inventory reconciliation results, investigate discrepancies, and implement corrective actions where necessary.
• Provide leadership to administrative, technical, and support personnel, including workforce planning, recruitment, performance management, coaching, and professional development.
• Develop, implement, and maintain internal administrative policies, procedures, and standards to support effective governance.
• Oversee the arrangement of employee business travel, including airline reservations and accommodation, in line with corporate policy and approved budgets.
• Ensure accurate and efficient document management within the administrative function, including effective use of electronic workflow systems.
• Partner with internal departments to understand and support their administrative and operational requirements.
• Represent the administrative function at senior management level and contribute to cross-functional organizational decision-making.
• Ensure full compliance with applicable laws, regulations, internal policies, and corporate governance standards.
• Organization of Employee Business Travel:
• Ensure the full cycle of organizing employees’ business trips, including route planning, booking airline tickets and hotels, arranging transfers, providing visa support (when required), and monitoring compliance with corporate travel policies and budgets. Optimize business travel processes, liaise with service providers, and ensure a high level of service.
• Organization of Reception and Support for High-Level Company Guests:
• Coordinate visits of VIP guests, partners, and government representatives, ensuring a high standard of protocol service. Organize the reception, escort, logistics, accommodation, and guest stay program in accordance with corporate standards and business etiquette requirements.
• Management of the Company’s Parking Facilities:
• Ensure effective management of the company’s parking infrastructure, including allocation of parking spaces, development and implementation of usage rules, monitoring compliance with established procedures, and optimization of the use of available resources.
• Management of the Company’s Vehicle Fleet and Its Maintenance:
• Provide overall supervision of the corporate vehicle fleet, including planning the use of vehicles, monitoring their technical condition, and organizing timely maintenance and repairs. Liaise with service centers and service providers, control expenses, and ensure the safe operation of transportation assets.
• Organization of Corporate and Business Events:
• Plan and coordinate internal and external events (meetings, conferences, training sessions, corporate events), including concept development, budgeting, logistics, coordination with contractors, and quality control of implementation.
• Organization of Administrative Operations in Office and Production Areas:
• Ensure centralized management of administrative and facility operations in both office premises and production sites of the company. Coordinate facility operations, monitor technical condition, and organize repairs, cleaning, security, and other support services to ensure the uninterrupted and safe functioning of all locations.
• Perform other duties as assigned by management within the scope of the role.

Job Knowledge/ Education/ Qualifications & Skills

Education and/or Experience:

• Higher education in Business Administration, Management, Logistics, or related fields;
• At least 5–7 years of experience in administrative roles or office/ production field infrastructure management;
• At least 2–3 years of experience in a managerial or leadership position;
• Practical experience in budget and team management.

Professional Knowledge:

• Strong understanding of administrative management processes and facility management;
• Knowledge of budgeting principles, procurement, and contract management;
• Experience in implementing and optimizing business processes.

Computer Skills: Proficient in MS Office (Word, Excel, Outlook); knowledge of ERP and document management systems is preferred.

Language Skills: Fluent in English and Azerbaijani, Russian is a plus.

 Interested candidates can send their CV to the e-mail address in the Apply for job button.