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