Administrative Officer

Africa Personnel Services - windhoek, namibia

a month ago

Description

The Administrative Officer is a proactive and results-oriented professional committed to mission-driven outcomes. Responsible for ensuring the efficient operation of the office, the Administrative Officer provides essential administrative support. The ideal candidate demonstrates excellent communication skills, a positive attitude, and a strong work ethic. They thrive both independently and within a team, adeptly managing multiple tasks and deadlines.

Key Responsibilities:

  • Facilitate day-to-day office operations, including schedule management, meeting coordination, and correspondence handling.
  • Maintain and update administrative systems, databases, and records.
  • Prepare and distribute reports, memos, and other necessary documents.
  • Manage incoming and outgoing communications, including phone calls, emails, and mail.
  • Coordinate travel arrangements and accommodations for staff members.
  • Assist in organizing company events, conferences, and meetings.
  • Monitor and manage office supplies inventory, placing orders as needed.
  • Provide general administrative support to management and staff members as required.
  • Handle confidential information with discretion and professionalism.
  • Perform strategic administrative tasks, appointment and travel scheduling, event planning and management, office management, budgeting, database management, and records management.
  • Front Desk Management: Ensure excellent front desk services with a focus on customer care and satisfaction.
  • Monthly Report: Prepare and submit quarterly reports highlighting achievements and areas for improvement.
  • Project Management: Assist in managing various projects as needed.
  • Perform other related duties as required.

Working Relationships:

Internal:

  • CEO
  • COO
  • Head of Training Services
  • Training Centre Manager
  • Finance & Admin Director
  • HR
  • Legal
  • Leadership/BU Heads

Staff External:

  • Vendors/Clients
  • Government Agencies
  • Other stakeholders

Requirements

Qualifications:

  • Bachelors degree in business administration, Human Resource Management, Industrial Psychology, Communication, Social Sciences, or equivalent.

Experience:

  • Minimum of three years experience with substantial knowledge and experience in organizational development & effectiveness and human resource communication.

Personal & Technical Skills:

  • Excellent communication skills.
  • Proficiency in using technology hardware and software for organizational efficiency.
  • Professional attitude and demeanor.
  • Prior experience in office management or a related field.
  • Adaptability and excellence in a fast-paced work environment.

Occupational Health, Safety, Environment and Quality Management System:

  • Ensure staff and contractors understand and fulfill their duties regarding safety, health, and environmental policies.
  • Foster a safety culture within the organization.
  • Participate in incident investigations and employee induction trainings.
  • Administer first aid as necessary.
  • Report unsafe acts and occurrences to the HSE officer.
  • Ensure quality delivery of information.
  • Support managements waste management process.

Key Performance Indicators (KPIs):

  • Efficient management of executive itineraries and meetings.
  • Timely resolution of customer complaints.
  • Prompt dissemination of relevant HSE information to visitors and new employees.
  • Maintenance of company housekeeping standards.
  • Effective delivery of administrative duties to staff.

Closing date - 2 May 2024

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