Summary
Date Posted: Wednesday, September 18 2024, Base Salary: Not Disclosed

JOB DETAILS:
The Office Administrator is responsible for supervising all administrative functions and providing support tailored to the administrative needs of both legal entities within the shared office space. He/she will ensure the efficient functioning of the office through a range of administrative and clerical tasks.
1. Front Office Management
• Serve as the first point of contact for external stakeholders, and handle inquiries.
• Organize and maintain physical and electronic files and records.
• Handle phone calls on behalf of the office.
• Receive customers and guests
2. Administrative Support
• Manage agendas and appointments for the COO per request Manage travels for staff.
• Monitor and manage office supplies, inventory, and equipment.
• Organize and coordinate logistics for office events.
• Set up and coordinate internal collective meetings.
• Manage reservations for employee transportation, accommodation, and conference facilities.
• Liaise with outsourced departments (Lawyers, RRA, Embacy, etc..) for requested documents upon management approval.
• Assist with onboarding new employees, including office tours and staff field visit coordination.
• Provide administrative support to team members as needed
3. Supplier Management
• Liaise with suppliers to ensure timely delivery of goods and services.
• Communicate supplier-related updates or issues to internal stakeholders.
• Negotiate supplier terms for cost-effective deals.
• Maintain accurate records of supplier contracts, agreements, and documentation.
4. Facilities Management
• Ensure the shared office space is well-maintained, safe, and secure.
• Report on needed repairs and maintenance for the office
5. Financial Administration
• Monitor and record office-related expenses (supplies, equipment, services).
• Assist with financial processes (invoice processing, expense tracking, budget monitoring).
• Ensure accurate preparation of bi-monthly/monthly payment runs.
• Collaborate with the finance team to ensure accurate financial records.

Education and Qualifications
• Have a bachelor’s degree in field of Finance, business administration or any other related area.
• 1-3 years’ proven experience in an administrative role or similar capacity.

General and Behavioral (Key Skills required)
• Be proficient with the Microsoft Office Suite
• Punctuality and regularity at work
• High degree of integrity and ability to maintain confidentiality
• Focused and good attention to details
• Proven work ethic and work well under pressure
• Effective oral and written communication skills
• Ability to communicate effectively with people at all levels

Work Hours: 8

Experience in Months: 12

Level of Education: Bachelor Degree

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