Position Summary:
The Administrative Officer ensures smooth and secure day-to-day operations, focusing on facility
management, governance meetings, building maintenance, security, housekeeping, and grounds
upkeep. This role is central to supporting the Director and facilitating effective Council and
committee functions.
Key Responsibilities:
I. Governance & Meetings Management
⢠General Body / Council / Sub-Committee Meetings: Organize and coordinate notices, agendas,
minutes, quorum verification, attendance, hospitality, and dispatch of finalized minutes and follow-
ups.
⢠Work closely with Director for confidential supplementary agendas. Prepare and confirm member
attendance ahead of all meetings.
II. Facilities, Building & Garden Maintenance
⢠Supervise building upkeep: civil, electrical, plumbing, fire safety systems, etc. Schedule preventive
maintenance and respond to repairsâinternally or via vendors
⢠Oversee housekeeping and cleaning services, ensuring daily upkeep of offices, restrooms,
corridors, labs, auditoriums, and staff quarters.
⢠Maintain gardens and outdoor areas, coordinating landscaping and seasonal care.
III. Security & Access Control
⢠Implement and monitor security protocols; manage gate/security staff. Maintain logs for
door/window access and office vehicle movements.
⢠Enforce entry policies; oversee key management systems and parking regulations .
IV. Administrative & Organizational Support
⢠Oversee correspondence, drafting agreements and MoUs. Maintain document filing systems.
⢠Manage liaison with external bodies (ministries, tax, customs, police, banks).
⢠Provide support for events such as conferences, seminars, and exhibitions.
V. Procurement, Stores & Vehicle Management
⢠Administer procurement of everyday and capital items, ensuring inventory and stores tracking.
⢠Manage office, lab, and service vehicles: maintenance schedules, logbooks, fuel monitoring,
insurance, and third-party vendor coordination.
VI. Human Resources & Statutory Compliance ⢠Possess working knowledge of Human Resources
functions, statutory compliance and regulations with applicable labour laws and organizational
policies.
VII. Accounts & Financial Oversight
⢠Possess working knowledge of Accounts and Finance functions at the macro level and oversee
financial administration activities including scrutiny and approval of financial transactions,
expenditure monitoring and ensuring adherence to organizational policies and statutory
requirements.
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