Job Overview

• The Administrative Officer is responsible for providing administrative and clerical support to the organization.

Principal Duties and Responsibilities

• Support petty cash management, including verification and review of petty cash payments for accuracy, legitimacy, and reconciliation of remaining cash with the Finance team whenever replenishment is required
• Systematically filing important company documents.
• Forwarding all correspondence, such as letters and packages, to staff members.
• Scheduling meetings and booking conference rooms.
• Prepares staff meeting reports and disseminates minutes to staff.
• Hiring maintenance vendors to repair or replace the damaged office equipment
• Organize logistics and dispatch
• Ensure a clean, neat, and comfortable working atmosphere
• Supervise work done on the premises
• Organizes stationery orders, office supplies and ensures there is sufficient stock without overstocking
• Makes necessary arrangements for the procurement of consumable water, beverages, coffees, etc.
• Makes transport and accommodation arrangements for travelling staff.
• Maintains a system for recording the use of expenses and petty cash.
• Support the field teams to ensure the smooth and efficient running of operations such as coordinating inventory management of commodities, fleet management including motorbikes, and field administrative and operational activities.
• Support the backstops/program officers to ensure smooth implementation and documentation of Community Volunteer and Sample specimen pick-up operations-related activities.
• Support the DFO to improve efficiencies across field and HQ operations- shorten lead times, increase speed and turnaround time of all operational processes.
• Other duties as assigned.

Qualifications

• Bachelor’s Degree in Business Administration or other related fields with a minimum of 4 years’ relevant experience.
• Master’s Degree in Business Administration or other related fields with a minimum of 2years’ relevant experience.
• Basic bookkeeping experience, especially in accounts payable/receivable
• Solid knowledge of office procedures
• Experiencing using office management software, including word processing software and spreadsheets
• Excellent written, oral, and interpersonal communication skills
• Ability to plan and prioritize own work under tight deadlines, as well as to work on own initiative and as a member of a team.