About this role
<p>-</p><div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px">Job Purpose</H2> </div><div><p>The Administrator ensures smooth day-to-day operations of the office or department by providing administrative support. This role involves managing schedules, maintaining records, coordinating communication, and overseeing various administrative tasks to ensure efficiency and organization.</p> </div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px">Key Accountability Areas</H2> </div><div><p>Office Administration:</p> <ul> <li>Oversee the general administrative functions of the office, including organizing office supplies and managing office facilities.</li> <li>Handle day-to-day office tasks such as filing, organizing, and maintaining office records both in physical and digital formats.</li> <li>Coordinate and maintain office calendars, schedules, and appointments for staff and management.</li> <li>Handle incoming calls, emails, and correspondence, directing them to appropriate departments or individuals.</li> </ul> <p>Document Management & Record Keeping:</p> <ul> <li>Maintain and update company records, files, and databases in compliance with company policies and procedures.</li> <li>Prepare and process documents, reports, and presentations as required by management and other departments.</li> <li>Ensure all administrative documents are properly stored, archived, and accessible.</li> </ul> <p>Communication Coordination:</p> <ul> <li>Serve as a primary point of contact for internal and external communication, facilitating the flow of information between departments.</li> <li>Organize meetings, including preparing agendas, taking meeting minutes, and distributing follow-up actions to participants.</li> <li>Communicate with clients, suppliers, and partners as needed to arrange meetings or resolve issues.</li> </ul> <p>Support to Management and Staff:</p> <ul> <li>Provide general administrative support to senior management, assisting with tasks such as scheduling, travel arrangements, and expense reports.</li> <li>Assist employees with requests related to office supplies, services, or equipment.</li> <li>Support HR and finance departments with basic administrative duties such as preparing payroll information or filing employee documents.</li> </ul> <p>Procurement & Inventory Management:</p> <ul> <li>Order office supplies, equipment, and other necessary materials, keeping track of inventory levels.</li> <li>Ensure timely delivery and availability of office supplies.</li> </ul> <p>Health, Safety & Compliance:</p> <ul> <li>Assist in ensuring the office complies with health, safety, and environmental policies.</li> <li>Maintain knowledge of company policies, and ensure all staff adhere to them.</li> </ul> <p>Process Improvement:</p> <ul> <li>Suggest and implement improvements to administrative procedures and systems to increase efficiency and streamline workflows.</li> <li>Participate in cross-departmental initiatives to improve company processes.</li> </ul> <p>Ad-hoc Administrative Tasks:</p> <ul> <li>Perform other administrative tasks as assigned by management.</li> <li>Assist in special projects and events, as required.</li> </ul> </div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px">Role Accountability</H2> </div><div><p>HR Proficiency:</p> <ul> <li>Collaborate with teams to get the work effectively achieved. </li> <li>Ensure effective communication with peers and managers, and show openness to directions and feedback.</li> </ul> <p>Delivery:</p> <ul> <li>Execute the planned activities to meet the operational and development targets as per delivery schedules. </li> <li>Use resources effectively to achieve objectives within efficient cost and time.</li> </ul> <p>Problem-Solving:</p> <ul> <li>Solve any related issues arise and escalate any complex operational problems.</li> </ul> <p>Quality:</p> <ul> <li>Follow quality requirements and specifications for products or processes or related activities.</li> </ul> <p>Business Process & Compliance:</p> <ul> <li>Execute and comply related tasks as per defined policies, procedures, and work instructions. </li> </ul> <p>Safety:</p> <ul> <li>Adhere to all Safety procedures and regulations.</li> </ul> </div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px">Academic Qualification</H2> </div><div><div>Diploma Degree in Business Administration</div></div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px">Work Experience</H2> </div><div><div>2 to 4 Years</div></div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px">Technical / Functional Competencies</H2> </div><div><div>Work Order Management</div><div>Ad Hoc Reporting</div><div>Clerical Documentation Standards and Procedures</div><div>Document Management</div><div>Document Preparation</div><div>General Inventory Management</div><div>General Invoice Processing</div></div></div></div>