Administrative Officer

The Administrative Officer is responsible for ensuring the efficient operation of the office by managing administrative tasks, coordinating communication between departments, and maintaining organizational records. This role is critical in supporting the organization’s operations through effective planning, resource management, and adherence to policies. The ideal candidate will have strong organizational skills, attention to detail, and the ability to handle multiple responsibilities in a dynamic work environment.

Key Responsibilities

Office Administration

• Manage day-to-day administrative operations to ensure smooth functioning of the office.
• Maintain and organize office files, documents, and records in a systematic manner.
• Oversee the scheduling and coordination of meetings, appointments, and travel arrangements.

Communication and Coordination

• Act as the primary point of contact for internal and external communication.
• Coordinate with various departments to facilitate workflow and ensure timely delivery of tasks.
• Draft and disseminate official correspondence, memos, and reports as required.

Resource Management

• Monitor office supplies and place orders to maintain adequate inventory levels.
• Ensure that office equipment is well-maintained and operational.
• Assist in managing budgets and preparing expense reports.

Policy and Compliance

• Ensure adherence to organizational policies and procedures in daily operations.
• Maintain records required for audits and compliance checks.
• Assist in the development and implementation of administrative policies.

Staff Support

• Provide administrative support to senior management and other staff as needed.
• Organize and facilitate onboarding processes for new employees.
• Address staff inquiries and ensure a positive workplace environment.

Reporting and Documentation

• Prepare and submit regular reports on administrative activities and office operations.
• Maintain accurate and up-to-date records of administrative data for reference and reporting purposes.

Recruitment and Performance Improvement Support

• Coordinate recruitment processes, including job advertisements, application management, and interview scheduling.
• Maintain a well-organized database of applicants and recruitment activity.
• Facilitate the dissemination and understanding of Performance Improvement Plans (PIPs) with employees and relevant stakeholders.
• Ensure clear communication of objectives, timelines, and responsibilities under the PIP.
• Provide ongoing support to employees to help them meet their performance goals.
• Maintain detailed and confidential records of recruitment and PIP-related activities.

Qualifications and Skills

Minimum Requirements

• Education: Diploma or Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: At least [2–3 years] of experience in a similar role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Key Skills

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving capabilities.
• Ability to work independently and within a team environment.