Job Description:

Administration:

• Prepare purchase requests for office needs; ensure office supplies are in stock at all times, including stationery and office consumables.
• Manage office and day-to-day small expenditures and their replenishment.
• Ensures the safeguarding of cash receipts and reimbursement forms.
• Prepare payments for timely submission of utility bills and to finance. Ensure all payments due are made on time.
• Ensure the upkeep of office facilities and working environment.
• Make arrangements and follow-up for all necessary repairs and building maintenance; Liaison with office building management for maintenance when required.
• Receive office guests and ensure the documentary requirements are fulfilled for visitors’ entry to the premises.

Fleet Management

• Supervise support staff and drivers. Assign duties and follow-up to ensure that the objectives are achieved.
• Coordinate with the Security Manager to ensure that security protocols are in place for staff traveling.
• Ensure that fleet/ transport operations are carried out in compliance with Operations Manual.
• Make transport arrangements for visitors/ staff, schedule airport pick and drop, and designate drivers in a timely manner.

Procurement and Inventory Management:

• Assist in the procurement process, including sourcing suppliers, obtaining quotes, and processing purchase orders.
• Maintain an inventory of office supplies and ensure their availability.
• Monitor stock levels, anticipate needs, and reorder supplies as necessary.
• Ensure proper documentation and record-keeping of procurement activities.
• Conduct periodic physical inventory checks.
• Perform other duties assigned by the Operations Manager

Meeting and Event Coordination:

• Schedule and coordinate meetings, workshops, and events.
• Arrange logistics, including venue booking, catering, travel arrangements, and accommodation as required.
• Maintain a calendar of events and ensure timely communication with participants…

Qualifications and Skills:

• MBA/ BBA Hons from a reputable University.
• Proven experience in administrative roles, preferably within the nonprofit sector or NGOs.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication skills, both verbal and written, with attention to detail.
• Proficient in using office software applications (e.g., MS Office, Google Suite) and other relevant tools.
• Familiarity with basic financial processes, such as budgeting and expense tracking.
• Ability to work independently, as well as collaboratively in a team environment.