Administrative Officer

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

Qualifications:

• Bachelor’s 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 management’s 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