Administration Officer

Relevant Experience:

Office Administration & Coordination

• Managed daily office operations, ensuring smooth workflow and timely task completion.

• Coordinated inter-departmental communication and acted as a central point of contact.

• Maintained office manuals, procedures, and administrative policies.

2. Staff Supervision & Team Management

• Supervised admin staff, assigned duties, and monitored performance.

• Conducted staff training for office procedures, documentation, and compliance.

3. Document & Record Management

• Oversaw filing systems, document control, and secure record-keeping.

• Developed and maintained databases, reports, and administrative logs.

4. Procurement & Inventory Control

• Managed procurement of office supplies, equipment, and services.

• Negotiated with vendors to ensure cost-effective purchasing.

• Maintained inventory tracking and asset management records.

5. Facility & Maintenance Management

• Coordinated office maintenance, security arrangements, and utilities management.

• Liaised with service providers for repairs, housekeeping, and building services.

6. HR & Employee Support Functions

• Assisted in recruitment processes, onboarding, and attendance management.

• Handled leave records, timesheets, and HR documentation.

7. Financial & Budget Support

• Prepared administrative budgets and monitored operational expenses.

• Processed invoices, purchase orders, and petty cash disbursements.

8. Event & Meeting Management

• Organized official meetings, workshops, and travel arrangements.

• Prepared agendas, meeting minutes, and logistics planning.

9. Compliance & Policy Implementation

• Ensured compliance with organizational SOPs and government regulations.

• Assisted in audits, inspections, and policy enforcement.

10. Communication & Customer Service

• Drafted letters, emails, circulars, and official correspondence.

• Handled internal and external inquiries professionally.

Job Description:

Key Responsibilities

1. Office Administration & Coordination

• Manage daily office operations and ensure smooth workflow.

• Maintain office systems, files, records, and documentation.

• Coordinate communication between departments and act as a central point of contact.

2. Facility & Asset Management

• Oversee office facilities, building maintenance, cleanliness, and security arrangements.

• Manage office equipment, assets inventory, repairs, and service contracts.

• Ensure timely utilities management (electricity, internet, IT support).

3. Procurement & Vendor Management

• Handle procurement of office supplies, stationery, and services.

• Evaluate vendors, negotiate prices, and maintain vendor contracts.

• Ensure cost-effective purchasing and timely delivery.

4. Human Resource Support

• Assist in recruitment processes, onboarding, and employee record management.

• Maintain attendance, leave records, and staff documentation.

• Coordinate training sessions, meetings, and staff engagements.

5. Finance & Administrative Support

• Prepare and manage administrative budgets and expenditure reports.

• Process purchase orders, invoices, and petty cash disbursements.

• Assist in audits, compliance checks, and documentation.

6. Meetings & Events Management

• Schedule and coordinate meetings, workshops, and corporate events.

• Prepare agendas, minutes, and logistics arrangements.

• Oversee travel arrangements, hotel bookings, and transport coordination.

7. Compliance & Policy Implementation

• Ensure adherence to organizational policies, SOPs, and legal requirements.

• Support the implementation of administrative procedures and improvements.

• Assist in internal and external audits.

8. Customer Service & Communication

• Handle internal and external inquiries professionally.

• Draft official correspondence, letters, memos, and reports.

• Maintain positive relationships with employees, clients, and service providers.

Required Qualifications & Skills

• Bachelor’s degree in Business Administration, Management, or a related field.

• 3–5+ years of administrative experience (more preferred for senior roles).

• Strong organizational, communication, and interpersonal skills.

• Proficiency in MS Office (Word, Excel, PowerPoint).

• Ability to multitask, prioritize, and manage time effectively.

• Problem-solving attitude with high attention to detail.

Preferred Attributes

• Experience working in a corporate, NGO, or multinational environment.

• Knowledge of procurement procedures and facility management.

• Ability to work under pressure and meet deadlines.

• Professional demeanor and strong ethical standards.