Administration Officer

Position Summary
The Administration Officer is responsible for the day to day office management duties which support efficient execution of AWF operations while adhering to statutory requirements. This position is responsible for executing logistics, ensuring a friendly and service-oriented approach to all site visitors, and providing essential services at the AWF Headquarters and supporting other country offices as required. The Administration Officer reports to the Director IT, Infrastructure and Administration.
Admin Job Key Duties & Responsibilities
Manage and coordinate program related events; work closely with other departments in the management of other organization based events such as staff program and donor meetings.
Ensure the AWF Conservation Centre premises are kept clean, orderly and in good condition at all times.
Ensure efficient management of staff logistics by assisting with Visa application, flights and local transport
Assist in reviewing standard operating procedures (SOPs) for efficient office operations across AWF. SOPs will prescribe standards for reception safety, security and other administrative services necessary to facilitate program operations.
Maintain all country-level registrations and MOUs within AWF. Ensure that all registration documents are scanned and housed in a central repository. Ensure registration requirements are adhered to and renewals/annual filings are completed timely.
Ensure timely payment of bills
Update and maintain a VAT database
Establish master service contracts across regions and/or insurance types.
Work with all departments to implement proper archival standards for AWF. Filing for all departments should be organized, accessible, and maintained in such a way that balances cost and space considerations.
Assist front office when required
Qualifications for the Admin Job
Higher Diploma Business Administration or related field or a Bachelor’s Degree
Minimum of 5 years’ experience in a similar position (preferably in an international NGO set-up or busy working environment)
Demonstrated interest and understanding of key administrative functions ranging from, procurement and cross border logistics
Proactive nature of problem solving
Familiarization in dealing with government departments, revenue authorities and immigration departments
Ability to manage multiple tasks and prioritization
Excellent customer service and interpersonal skills
Excellent verbal and written communication skills
Quick learner / Fast adaptor with high level of flexibility
Ability to take initiative and work with minimal supervision and a sense of urgency
Excellent organizational aptitude and coordinating ability
Ability to assess and react appropriately to changing circumstances
Ability to pay attention to detail and meet strict deadlines
Ability to work as part of a team in a multicultural environment
Ability to proactively share information as needed
Computer literacy – proficiency in Microsoft Office
Fluency in French preferred