Administration Officer

Job Purpose

To provide pro-active administrative support within the business to all relevant stakeholders to ensure that full administrative needs are met within the business for a smooth daily operation.

Key Responsibilities

• Maintain records of attendance, gate pass information access, leave applications, incoming and outgoing transmittals related to the department.
• Provide general administrative and clerical support to the Operations department employees (e.g. annual leave applications, time sheets, correspondence etc.).
• Follow up with different departments to ensure the effective processing of business requirements to meet the department and Head of Department needs.
• Generating monthly, quarterly and annual reporting on all aspects of the operation in additional to any ad hoc reports as required by the Head of Department by using the information entered in the system.
• Maintain and update all necessary records and database that includes but not limited to services provided, supplier’s list etc.
• Ensure that the office facilities are well always presented and professional.
• Improves programming and service quality by suggesting new applications, updating procedures as evaluated by Line Manager.
• Serves as a point of contact for contractors for receiving invoices, service reports, and other submittals from the suppliers, service providers, etc. for Line Manager’s approval.
• Create Purchase Requisitions and submit them to Line Manager for approval, when required.
• Responsible for raising concerns, issues, delays, complaints to Line Manager for appropriate intervention in relation to business activities.
• Perform other duties as assigned by the Direct Manager.
  
  

Qualifications & Experience

• Education: Bachelor’s degree or Diploma with equivalent experience.
• Experience: Minimum 2 years’ professional experience in Administration.
  
  

Skills & Competencies

• Knowledge in MS Office, Oracle
• Experience in procurement administration (Purchase Order / Purchase request) an advantage
  
  

KPIs

• Ensure weekly completion of review and forwarding of all invoice to Finance.
• Distribute and file relevant documents such as service reports, correspondences within 2 working days after receipt.
• Organize and monitor the project documentation to ensure that all documents are available in the correct file for reference. This should be reviewed on a weekly / monthly basis.