Administrative & General Services Officer @ DHL Group

Role Title: Administrative & General Services Officer

Role Purpose

To provide efficient, compliant, and customer-centric administrative and general services support to the Ethiopia Senior Management Team (ET SMT), ensuring seamless office operations, operational excellence, high-quality service delivery, and adherence to DHL policies, procedures, and regulatory requirements.

The role is responsible for coordinating administration, travel, procurement, facilities, vendor management, compliance activities, and fleet administration while driving continuous improvement, cost optimization, and a high standard of internal customer service

Key Responsibilities

1. Administration & Operational Excellence

• Maintain accurate, organized, and audit-ready filing systems, both physical and electronic
• Manage document control processes including scanning, filing, archiving, and distribution of records
• Prepare reports, presentations, forms, and correspondence accurately and within agreed timelines
• Execute administrative activities efficiently and professionally under tight deadlines
• Identify and implement continuous improvement initiatives to enhance efficiency and reduce errors

2. Travel, Procurement & Cost Control

• Coordinate all travel arrangements including flights, accommodation, transport, and related logistics in line with company policy
• Ensure travel bookings are cost-effective while maintaining operational requirements and service quality
• Raise and manage Purchase Orders (POs) for travel, office, and administrative requirements
• Monitor supplier invoices and follow up with Finance and vendors to ensure timely payment and uninterrupted service delivery
• Identify opportunities for cost savings and operational efficiencies

3. Vendor & Service Management

• Manage relationships with external vendors, contractors, and service providers
• Monitor vendor performance against agreed Service Level Agreements (SLAs)
• Ensure timely and effective delivery of services to internal stakeholders
• Proactively escalate, manage, and resolve service issues
• Maintain high standards of professionalism and service quality across all vendor interactions

4. Meetings, Events & Internal Customer Service

• Coordinate meetings including scheduling, venue preparation, materials, hospitality, and logistics
• Provide end-to-end support for workshops, training sessions, internal events, and management meetings
• Deliver responsive, reliable, and customer-focused support to internal stakeholders
• Ensure a consistently high-quality internal customer experience across all administrative touchpoints

5. Facilities & Workplace Management

• Oversee office facilities to ensure a safe, clean, functional, and professional working environment
• Coordinate utilities including electricity, water, telecommunications, and related services
• Ensure timely payment and uninterrupted provision of office utilities and services
• Administer office subscriptions, memberships, leases, and related service agreements
• Support workplace health, safety, and operational continuity requirements

Compliance, Governance & External Liaison

• Ensure full compliance with local laws, regulations, and DHL policies and procedures
• Coordinate documentation for immigration, work permits, residence permits, pension processes, and related regulatory matters
• Draft and manage official correspondence with government departments and regulatory bodies
• Maintain complete, accurate, and audit-ready compliance records
• Safeguard confidentiality and handle sensitive information responsible

Fleet & Asset Management

• Coordinate vehicle insurance administration, claims handling, and repair processes
• Manage preventative maintenance schedules and vehicle servicing
• Ensure timely completion of vehicle inspections, renewals, and compliance requirements
• Maintain accurate fleet records including insurance, inspections, maintenance, and claims documentation
• Support fleet operational continuity and minimize downtime

Asset & Resource Tracking (Control & Accountability)

• Maintain accurate and up-to-date asset and resource inventory records for all office and operational equipment
• Track equipment allocations including laptops, desktops, mobile phones, office tools, and departmental equipment
• Maintain records of assigned users and responsible departments for all assets
• Monitor new equipment and resource requests to ensure timely allocation and availability
• Manage records of returned, transferred, replaced, or retired assets
• Coordinate with Procurement, vendors, IT, and internal stakeholders on asset acquisition, repairs, replacements, and disposals
• Ensure proper documentation, accountability, and audit readiness for all assets and resources
• Support asset control processes to minimize loss, misuse, or operational disruption

Qualifications & Experience

• Diploma or Degree in Business Administration, Office Management, or related field
• 3–5 years’ experience in administration, office management, or general services
• Experience in a structured multinational environment advantageous
• Fluent in English and Amharic
• Strong proficiency in Microsoft Office and administrative systems