Administrative Officer

Summary

Responsibilities

• Office Administration: Oversee daily administrative operations to ensure a clean, secure, and fully functional workspace. Manage the procurement and replenishment of office supplies, stationery, and equipment. Maintain robust filing systems for all correspondence and records, while enforcing opening, closing, and security protocols.
  
• Records and Documentation: Ensure the accuracy and currency of all administrative records by organizing both digital and physical archives. Handle the preparation, formatting, duplication, and distribution of official documents. Manage staff attendance, leave, and movement logs while upholding strict confidentiality for all organizational files.
  
• Staff Support: Facilitate administrative onboarding and orientation for new hires. Maintain comprehensive personnel files and ensure all necessary documentation is current. Coordinate internal meetings, briefings, and events, while addressing general welfare and administrative inquiries for the team.
  
• Meetings and Communication: Organize meeting logistics, including room setup, material preparation, and refreshments. Document proceedings by taking and archiving minutes, then track the completion of assigned action items. Serve as the primary point of contact for managing visitor access, incoming calls, and official correspondence.
  
• Procurement and Logistics Support: Assist in the procurement workflow by preparing purchase requests, quotations, and orders in compliance with company policies. Coordinate with vendors and suppliers, maintaining accurate records of all purchases. Arrange travel logistics, including accommodation and transportation, for staff and guests.
  
• Asset and Inventory Management: Keep a current inventory of all office assets and equipment. Facilitate periodic physical audits of organizational property and document all transfers, allocations, and returns. Promptly report any damaged, lost, or malfunctioning equipment to senior management.
  
• Compliance and Internal Controls: Ensure all administrative actions adhere to HOPE360 guidelines, donor requirements, and internal controls. Prepare documentation to support audits and management reviews. Uphold confidentiality and promote adherence to safeguarding, PSEA, anti-fraud, and conflict-of-interest policies.
  
• General Support: Provide assistance to management with special projects and routine administrative tasks. Support the execution of organizational events, training sessions, workshops, and field activities. Generate routine administrative reports and perform other duties as assigned by the supervisor.