Administration Officer

Job Specifications:

• At least Bachelor’s degree in Business Administration, Management sciences, Secretarial studies or related disciplines.
  
• A minimum of 3 years’ experience in customer care, administrative work, logistics with International NGOs or local government.
  
• At least one year’s experience in office administration and organization, logistics and supplies-related activities preferably within an NGO setting.
  
• Must have knowledge in computer applications like MS Office and data base management 
  
• Knowledge in logistical operations 
  
• Excellent customer care and public relations.
  

General Office and administrative management

• Maintain office key logs and ensures office premises are safe; secures office keys and allocates them to staff keeping copies of each set of keys.
  

• Develop and maintain a filing system and carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  

• Order office supplies and ensure there is adequate refreshments and cleaning supplies and office materials.
  

• Track and ensure timely payment of utility bills
  

• Ensure offices premises and surroundings are cleaned on a daily basis
  

Planning, documentation and events support for program staff

• Providing information and guide staff on administrative processes, procedures and requirements.
  

• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
  

• Support staff on follow-up of internal communications and actions.
  

• Prepare and serve break and evening tea to all staff as well as washing utensils for the office
  

Assets and Store Management

• Maintain asset registers (a data base of office assets).
  

• Ensure routine service of office machinery and assets.
  

• Ensure items are Verified/ Approved before receiving in the stores and issuing out.
  

Service provider’s management

• Sourcing for quotations and processing requisitions for SUPREME staff and partners
  

• Order placement in line with approved rates
  

• Bookings made within the agreed rates based on contract agreement signed with the service providers
  

Communication, relationships and reporting

• Following up with all staff on submission of their monthly reports.
  

• Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.
  

• Support with preparation of stores reports and ensuring that they are fully filed.