Administrative officer 71 views

Functional Summary:

Administrative services managers coordinate and direct the many support services that allow organizations to operate efficiently. Oversee telecommunications management, security, parking, and power consumption. manages and coordinates of employees engaged in administrative service such as security, maintenance, mail and messenger services, and support services. Administrative office of NEWA is expected to provide administrative support towards general office management, personnel administration, and information management.

Duties & Responsibilities:

• Provide general office coordination
• Maintain the rental accounts for the program, update tenancy agreements and facilitate payment
• Maintain up to date insurance for all the office assets and other related offices
• Maintenance and ensure timely settlement of utility bills for the  office and other related offices
• coordinate the process of sourcing, purchasing and supplying goods
• Coordinate all support services including messenger, purchasing and motor transport logistics
•  Monitor all necessary files regarding general office administration
• Review the policies, rules and regulations regularly for effective functioning of the administration
• Provide secretarial support throughout the recruitment process including, preparation of job adverts, circulation of job advertisements, receiving applications, communication to candidates as well as recruitment panels out the recruitment process
• Monitor staff contracts and initiate review of contract through necessary communication to supervisors
• prepare contract renewals as per instruction
• process and monitor short term contracts as well as consultancies
• Facilitate staff performance appraisal
• Process leave requests and ensure appropriate leave authorization
• Maintain accurate records on staff leave
• Administer staff insurances, medical scheme and PF benefits
• Ensure over all effective security of the organization and it’s resources
• Review the polices on over all security of the organization as and when required
• Ensure effective functioning of motor transport section through effective maintenance of vehicles, proper maintenance of records on duties and consumption of fuels, oils and Lubricants.
• Ensure optimization in usage of transport and effective and reliable services
• Plan and process the cases for requirement of resources for the section

  ACCOUNTABILITY

• Supervision: works independently in routine tasks with the direction of manager-finance and administration.
• Decision Making:  makes relatively significant decisions regarding work responsibilities and is accountable for them.
• Responsibility over data or information: high responsibility on timely dissemination and security
• Responsibility over assets: computer, printer, fax machine, office furniture, inventory office equipment, furniture and stationery, staff files and data security and maintenance
• Responsibility over staff: drivers, store keeper, cleaners and messenger

Department: Finance and Administration

Report to: Manager, finance and Administration