The Administrative Officer is responsible for overseeing and directing the administrative services of the organization. This includes supervising administrative staff, ensuring facilities are well-maintained, and that they are equipped with the necessary supplies and services to operate efficiently. The role also involves managing all administrative functions to ensure seamless corporate office operations, including office space planning, supply management, service coordination, and ensuring compliance with relevant regulations.
- Office Space Planning & Layout: Oversee office space allocation, layout planning, and coordinate changes to office structures.
- Office Leasing Contracts: Manage office lease agreements and ensure timely renewals and compliance with contractual terms.
- Office Furniture: Coordinate procurement, setup, and maintenance of office furniture, ensuring functionality and aesthetics.
- Store Inventory Management: Oversee the management of office supplies inventory, ensuring timely ordering and replenishment.
- Office Maintenance & Repairs: Supervise office maintenance, and repairs, and liaise with vendors for facility upkeep.
- Reception & Customer Service: Ensure smooth operation of reception services and maintain a high standard of customer service for visitors. Manage team performance and ensure they are well-trained to meet excellent customer experience standards and are able to shadow Administrative tasks during absence of job incumbent.
- Mail & Courier Service: Oversee the handling of mail, couriers, and distribution of packages within the office.
- Meeting Rooms: Manage the scheduling and maintenance of meeting rooms, ensuring availability and readiness for use.
- Pantry Management: Supervise pantry operations, including supply management and cleanliness.
- Regulatory Approvals & Renewals: Ensure timely renewal of necessary regulatory approvals (e.g., Civil Defense, Hasantuk) and compliance with local regulations.
- Budget Management: Ensure supplies, office physical assets, and any office requirements are in line with budgetary constraints.
Occupational and workplace Health and Safety responsibilities:
In addition to all job specific responsibilities, all employees are required to adhere to all Modon health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Modon HSE department regularly updates existing and introduce new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.
Information Security responsibilities:
- Comply with Modon Information Security Policies
- Be aware of and fulfil their information security responsibilities
- Ensure whoever handles sensitive company information have taken the Security Awareness Training
- Know how to report a security incident (to IT ServiceDesk).
- Not to disable his/her OS firewall and/or Antivirus
- Restrict use to authorized purposes, Protect access accounts, privileges and associated passwords.
- Accept accountability of his/her individual user accounts, and maintain confidentiality
