Administrative Officer

Job Purpose:

The Administrative Officer will provide key administrative support to the office, ensuring smooth day-to-day operations and enabling the team to meet organizational goals. This position requires an individual with excellent organizational, communication, and problem-solving skills to support office management, logistics, event coordination, document management, and basic financial administration.

Key Responsibilities:

1. Office Administration:
   • Oversee general office operations, ensuring the office is well-maintained and organized.
   • Manage office supplies and ensure stock levels are maintained for smooth operations.
   • Coordinate and schedule meetings, appointments, and travel arrangements for staff and visitors.
   • Answer phone calls, handle email correspondence, and redirect queries to appropriate departments.
2. Document and Records Management:
   • Maintain physical and electronic filing systems for documents, ensuring proper documentation and retrieval.
   • Prepare, proofread, and format reports, presentations, and correspondence as needed.
   • Ensure compliance with data protection and confidentiality policies in handling organizational records.
3. Event and Logistics Coordination:
   • Support planning and execution of events, conferences, workshops, and training sessions.
   • Liaise with vendors, suppliers, and service providers for event logistics, transportation, and accommodation arrangements.
   • Prepare and manage event materials and ensure all logistical details are in place.
4. Financial Administration:
   • Assist in managing office budgets and track expenditure related to office supplies, travel, and events.
   • Process invoices and assist in budget reporting.
   • Support with petty cash management and record-keeping.
5. HR and Staff Support:
   • Assist in onboarding new staff, including preparing welcome materials and ensuring all documentation is completed.
   • Support HR processes such as maintaining staff records and leave tracking.
   • Assist with the preparation of staff meetings, training, and internal communications.
6. Communication and Reporting:
   • Support internal communications, ensuring the timely distribution of relevant information to staff.
   • Assist in preparing reports for senior management on administrative activities and office performance.
   • Collaborate with other departments to ensure administrative needs are met.
7. Other Duties:
   • Provide general administrative support to the senior management team as needed.
   • Participate in office-wide initiatives and perform other related duties as required.

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