Administrative Officer

Job Purpose

Provide administrative support to Head of Dept (HOD). The Administrative Officer (AO) reports to HOD and is the administrative contact point for the Dept with other department’s AOs. The AO monitors all staffing matters (leave, travel, expenses, appraisal and training etc), monitors on a day to day basis the budgets related to administrative expenses and office related activities. AO also ensure that all processes are in accordance with company policies and SOP.

Job Responsibilities :

• Provide support to the respective HOD in office management related matters including maintain the appointment diary for HOD and for the recurrent departmental meetings, including the appraisal & training process, monitoring with a time management system
• Prepare and update the organization charts, liaise with HR Department on staff attendance, leave administration, updating of staff information, arranging for travel warrants and travel arrangements and other relevant follow up on HR Matters.
• Maintain departmental records including standard letters and document template including company vital documents.
• Responsible in maintaining and securing all required business licenses, permits and approvals from the issuance bodies.
• Ensure adequate availability of workstations, office supplies / stationeries and equipment’s such as computers, telephones, photocopier machines etc for the Department.
• Ensure overall Good Housekeeping practices for the office area.
• Ensure effective and systematic filing systems for both hard and electronic files keeping the organisation record current.
• Attend to all incoming communications for the Centre are accepted / acknowledged / sorted and routed to the appropriate person promptly
• Distribute company’s circulars / information to all staff in the Dept
• Responsible for purchase and records all printing, stationery items and fixed asset ie. Computer / laptop via capex requisition
• Responsible for organizing organisation periodical meetings including minute taking as appropriate and staff events ie staff gathering
• Assist HOD in typing official organisation reports such as Monthly Departmental Report and special project report as assigned
• Continuously seek to improve office administration services.
• Provide administrative support to the Centre and ensure the implementation of company policies, standards, and procedures as they apply to the administrative functions.
• Provide full support for the implementation of the various certifications pursued or undertaken by the Centre
• Understand and ensure strict divisional adherence to rules and regulations established in the Employee Handbook and the Company’s policies concerning fire, hygiene and health and safety being responsible particularly for ensuring the work environment is free of risk as far is as practical
• Attend specialised training available to AO as appropriate
• Provide a courteous and professional service at all times handling visitor and employee enquiries in a courteous and efficient manner, reporting complaints or problems to HOC if no immediate solution can be found
• Ensure high standards of personal presentation and grooming, with positive visitor and colleague interaction positively representing the company

Requirements

Benefits