1. Summary of Key Functions:
The Admin Officer (Female) is responsible for managing and coordinating administrative operations to ensure smooth office functioning. She will oversee office management, Operations/supply chain support, asset and inventory control, logistics, facility management, and supervision of support staff. The role requires maintaining compliance with organizational policies, donor requirements, and local regulations while providing high-quality administrative support to programs and management.
2. Key Responsibilities:
Office & Facility Management
- Oversee the daily management of office premises, ensuring a clean, safe, and professional working environment.
- Manage utilities, office supplies, equipment, and stationery need for staff.
- Coordinate office repairs, maintenance, and service contracts.
Operations/supply chain & Logistics Support
- Support Operations/supply chain processes in coordination with the operations/supply chain Officer, ensuring compliance with policies.
- Collect quotations, prepare purchase requests, and follow up on approvals.
- Coordinate logistics arrangements for meetings, workshops, and staff travel.
Asset & Inventory Management
- Maintain updated records of office assets, furniture, and equipment.
- Ensure tagging, tracking, and regular physical verification of all organizational assets.
- Monitor inventory levels and manage storage, issuance, and replenishment of supplies.
Documentation & Record Keeping
- Maintain proper filing and archiving of administrative documents (contracts, lease agreements, service agreements, etc.).
- Ensure timely renewal of contracts (office rental, utilities, internet, maintenance).
- Support compliance and audits by ensuring administrative documentation is complete and organized.
Staff Support & Supervision
- Supervise and provide guidance to support staff (cleaners, guards, drivers, etc.).
- Ensure support staff follow duty schedules and perform tasks efficiently.
- Provide administrative support for workshops, training sessions, and official events.
Travel & Event Coordination
- Facilitate domestic travel arrangements (transport, accommodation, tickets).
- Organize workshops, conferences, and meetings, ensuring logistical requirements are met.
- Manage visitor arrangements, including accommodation and office access.
Compliance & Reporting
- Ensure all administrative processes comply with organizational policies and donor requirements.
- Provide monthly administrative reports to management.
- Support HR/Admin department in implementing policies, procedures, and internal controls.
3. Core Competencies:
- Accountability: Takes ownership of tasks and ensures transparent use of resources.
- Teamwork: Works collaboratively with colleagues and fosters positive relationships with internal and external stakeholders.
- Planning & Organizing: Manages resources and time efficiently to meet multiple deadlines.
- Problem Solving: Addresses administrative challenges with practical, cost-effective solutions.
- Communication: Communicates clearly and effectively in both oral and written formats.
- Attention to Detail: Ensures accuracy in record-keeping, inventory tracking, and reporting.
