The Administration Associate acts as the office support for all employees providing administrative support and managing staff queries. S/he is responsible for handling organizational and clerical support tasks. This may include organizing files, scheduling appointments, receiving guests, and ensuring the cleanliness and security of the office premises among other tasks and responsibilities assigned as per organizational needs.
Requirements
- At least a Diploma in Business Administration, Office Management, Procurement and Logistics Management or any related areas of training.
- A minimum of three (3) years of office support management experience and administrative support.
- Solid knowledge of office procedures.
- Experience with office management software, including MS Office (i.e. MS Excel and MS Word).
- Proven work experience as an administrative officer, administrator or similar role.
- Strong organizational skills with a problem-solving attitude.
Office Management
- Offer general support, sign for deliveries, receive and distribute mail or messages, answer telephones, and handle face-to-face queries for respective staff members.
- Responsible for cleaning the offices and ensuring the working environment is clean and tidy.
- Responsible for welcoming visitors and provide general support to visitors and deliver a high-standard, efficient, courteous, and professional client experience on behalf of the organization.
- Support and update administrative systems to make them more efficient.
- Develop and maintain a filing system, assist in photocopying and printing of documents on behalf of other colleagues, as well as offer document typing, copying, binding, scanning support to staff.
- Manage office security; ensure the office is well-guarded and armed at all times.
- Efficiently manage correspondence sorting, deliveries, distribution, document logs, and filing
- Ensure the cleanliness of the country offices, and grounds, monitor visitor access to the organization’s premises and maintain security awareness, as well as oversee repair and maintenance of office furniture, equipment and any other assets that may require maintenance.
Procurement and Logistics
- Support the quality function team in managing the procurement function and maintaining an up-to-date petty cash impress system
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting orders for supplies, and verify receipt of supplies
- Support the planning and organization of all logistics pertaining to meetings, workshops, training, events, staff travel and accommodation, taking minutes during meetings and distributing them.
- Assist project staff in data cleaning, entry, and any other computer processing duties.
- Manage staff travel plans, ensure car bookings are made and issued on time by the respective personnel
- Any other duties and responsibilities assigned, and deemed to reasonably fit within this job context.
