Position: Administration Senior Officer
Contract Duration: One Year and half extendable as per project
Job Purpose:
The Administration Senior Officer is responsible for ensuring the efficient and effective operation of administrative functions within the organization. This role involves overseeing office management, implementing policies and procedures, and leading a team to support operational excellence. The Administration Senior Officer acts as a liaison between management and staff, fostering a collaborative environment while managing resources, budgets, and projects.
Role and Responsibility:
- Provide a range of administrative and support services to meet the business needs of the team/unit including
- Respond to and resolve complex enquiries and issues to ensure the provision of accurate information, and the timely and effective resolution of issues
- Coordinate and manage records and databases, complying with administrative
- systems, processes and policies, to ensure that all information is accurate, stored correctly and accessible
- Develop, implement and monitor office systems, procedures and methods, adapting processes and techniques as required, to facilitate efficient team/unit operations in line with agency standards, policies and procedures
- Gather and collate information for, and prepare documentation and reports on
- business unit performance, as well as make recommendations to improve
- efficiency, cost management and service delivery
- Manage office supplies stock and place orders
- Prepare regular reports on expenses and office budgets
- Maintain and update company databases
- Organize a filing system for important and confidential company documents
- Update office policies as needed
- Book meeting rooms as required
- Company vehicles management
- Distribute and store correspondence (e.g. letters, emails and packages)
- Prepare reports and presentations with statistical data, as assigned
- Arrange travel and accommodations
- Schedule in-house and external events
- Supervises, motivates and assists employees to perform their duties efficiently and effectively to 2 ensure compliance with policy and procedures and
- proactively participate in all aspects of performance management.
- Track all supplier contracts and premises leases, ensuring that they are valid and are renewed on timely manner.
- Ensure that all services providers deliver / provide the best service agreed against individual SLAs.
- Provides objective analysis on the quality of services received, and recommend
- renewal or non-renewal of administration related suppliers.
- Address all staff complaints relating to suppliers’ service delivery.
(Qualifications, Knowledge, Skills & Experience):
- A Bachelor's Degree in a relevant discipline is required
- A minimum of 5 years of office administration experience
- Well-developed organizational skills
- Solid knowledge of office procedures
- Experience with office management software like MS Office (MS Excel and MS Word, specifically)
- Strong organization skills with a problem-solving attitude
- Excellent written and verbal communication skills
- Ability to interpret legislation and policy and to implement requirements into
- business processes.
