Job purpose:
The post holder is responsible for executing administrative tasks and providing administrative support to staff and related projects in line with organisational policies and business processes.
She/he ensures that the administrative systems are functioning effectively, efficiently and in a user-friendly manner in support of smooth implementation of the project office and its field staff
Responsibilities: • Manage reception activities such as answering and directing calls, receiving visitors, • Oversee car parking requirement, and administering ad hoc requests from users; • Sorting and processing of incoming and outgoing post and receipt of goods and issuance of Goods Received Notes as required; • In cooperation with Finance Team, maintain an effective asset register process by creating and maintaining the office inventory and schedule the quarterly inventory and report      any losses; • Oversees and ensures proper maintenance and functioning of office equipment and furniture • Reviews accuracy of bills and ensures the bills are paid on time • Responsible for maintaining an accurate inventory of office supplies to include stationery and Consumables. • Responsible for all travel and accommodation arrangements for staff members and/or visitors· • Responsible for creating, managing maintaining appropriate and up to date filing system of the programs, motor vehicles, stock/inventory • Procure staff Identity Cards, and business card issues. • Schedules and support activities such as meetings, arranging travel logistics for local and overseas travel, conferences/workshops, venue and resources for such activities. • Take notes and prepares agendas, notices, minutes and resolutions for internal/external meetings, workshops, staff meetings and distribute to appropriate staff
Person specification: Knowledge: Essential • Bachelor degree in Business Administration, Public Administration or any other relevant discipline; • Excellent written and Oral English Language skills • Evidence of competence with IT and related software packages particularly Word and Excel
Experience: • At least 3-5 years’ experience administrative experience; with a strong customer focus; • Experience of working in office or other work environment that involves managing logistics and reports; • Experience overseeing a corporate switchboard – keeping the data within it up to date;
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