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Closing: Jan 25, 2022

7 days remaining

Published: Jan 14, 2022 (4 days ago)

Job Requirements

Education:

Bachelor's degree

Work experience:

3 years

Language skills:

English

Job Summary

Contract Type:

Full time, Fixed term

The Administrator reports directly to the Head Human Resources & Administration. She/he is the first contact and face of the organisation’s customers, visitors and vendors among others. Responsible for the efficient and satisfactory provision of logistics and administrative services at National Office and is subject to be relocated to any of the SOS Village Locations. Administer support on general services including transport, procurement of goods and services, maintenance of properties, security services.

Supervisees: Drivers and Cleaners/Office Assistants

MINIMUM REQUIREMENTS:

Qualifications, Skill and Experience

• A Degree in Secretarial studies, Business Administration, Social Sciences or its equivalent.

• 3 years of relevant work experience in a busy environment.

• Knowledge of office management/administrative support practices and procurement procedures.

• Skilled in preparing and maintaining accurate records, reports and filing.

• Strong oral and written communication skills.

• Excellent public relations/ interpersonal skills. Ability to effectively interact with all levels of management, employees and the external clients.

• Excellent Computer skills.

How to apply

If you believe you are the right candidate for this position, please send your application letter, detailed curriculum vitae (CV), and photocopies of academic certificates, and names and contact details of three traceable referees with a subject Administrator to reach not later than Tuesday, 25th January 2022:

Electronic Applications must be sent as one Single PDF Document not exceeding eight pages to: [email protected]



Responsibilities

The Administrator reports directly to the Head Human Resources & Administration. She/he is the first contact and face of the organisation’s customers, visitors and vendors among others. Responsible for the efficient and satisfactory provision of logistics and administrative services at National Office and is subject to be relocated to any of the SOS Village Locations. Administer support on general services including transport, procurement of goods and services, maintenance of properties, security services.

Supervisees: Drivers and Cleaners/Office Assistants

MINIMUM REQUIREMENTS:

Qualifications, Skill and Experience

• A Degree in Secretarial studies, Business Administration, Social Sciences or its equivalent.

• 3 years of relevant work experience in a busy environment.

• Knowledge of office management/administrative support practices and procurement procedures.

• Skilled in preparing and maintaining accurate records, reports and filing.

• Strong oral and written communication skills.

• Excellent public relations/ interpersonal skills. Ability to effectively interact with all levels of management, employees and the external clients.

• Excellent Computer skills.

How to apply

If you believe you are the right candidate for this position, please send your application letter, detailed curriculum vitae (CV), and photocopies of academic certificates, and names and contact details of three traceable referees with a subject Administrator to reach not later than Tuesday, 25th January 2022:

Electronic Applications must be sent as one Single PDF Document not exceeding eight pages to: [email protected]




Managing the front desk operations• Answering general phone inquiries.

• Directing phone to appropriate staff members at National office.

• Replying to general information request with accurate information.

• Sorting incoming mail and courier distribution for deliveries.

Providing general office administrative support

• Procuring office requirements, utilities and refreshments for guests.

• Handling National office petty cash and submits accountability to the national office finance department.

• Making travel, meeting and other logistical arrangements for staff and SOS Students.

• Procuring investment items for all projects with the help of procurement committee.

• Providing key support organizing special functions like office occasions, workshops.

• Ordering, receiving and ensuring sufficient stock of stationary items, cleaning items and other office needs.

Coordinating Secretarial services'

• Coordinate meetings and organize all required for meetings.

• Helps in preparing meeting agendas and takes minutes of national office meetings and other meetings as shall be required.

• Organize conference and meeting rooms as per requested

• Performing and coordinating secretarial duties such as preparing important communications, documents and reports presented by the National Director, Head of Finance, Head of Human Resource and Administration and other senior staff.

• Preparing for meetings and appointments and issues notices and reminders as required.

Transport and Fleet Management

• Develop weekly/monthly field travel schedules, coordinating between program staff and drivers to allocate use of vehicles.

• Manage the pool of cars including their service, repair and maintenance.

• Ensure vehicles have valid insurances, drivers have valid permits

• Keep track of fuel card utilization for each vehicle and make monthly reconciliation of bills and vehicle records.

• Appraisal of the drivers

Stores Management'

• Check all items brought in the store and receive them.

• Regularly update all stock cards and perpetual inventory

• Maintain adequate security in the stores.

• Ensure cleanliness and neatness of the store

Procurement

• Procurement of office supplies

• General services (Cleaning, fumigation)

• Support the procurement department on any other transactions that may be required from time to time.

• Consolidating fuel and mileage reports.



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