Administrative Officer

The Administrative Officer ensures the smooth and efficient operation of the organization’s administrative functions. This role supports day-to-day office activities, coordinates administrative procedures, maintains records, and assists with office communications and logistics.

Responsibilities

Office Management

• Manage daily office operations to ensure productivity and efficiency.
• Maintain office supplies; monitor inventory and reorder when needed.
• Oversee office equipment maintenance and liaise with vendors/repair services.
• Ensure cleanliness and organization of office space.

Administrative Support

• Prepare, format, and distribute documents (reports, memos, letters, forms).
• Manage filing systems (electronic and physical) and ensure easy retrieval.
• Handle incoming calls, emails, and correspondence; route to appropriate personnel.

Records & Documentation

• Maintain confidential records and files.
• Assist with documentation required for internal/external audits
• Update and maintain policies, procedures, and office manuals.

Communication & Coordination

• Coordinate schedules, meetings, and events.
• Assist internal teams with administrative requests.
• Liaise with suppliers, partners, and service providers.

Data & Reporting

• Compile reports, presentations, and spreadsheets as required.
• Assist finance with invoice processing, petty cash handling, and recordkeeping.

Support to HR/Finance (if applicable)

• Assist HR with onboarding, employee records, and administrative HR tasks.
• Support finance with billing, purchase orders, and basic bookkeeping tasks.

Job Requirements

• Bachelor’s degree in Business Administration, Management, Accountancy, Office Administration, or a related field
• At least 2–3 years of experience in administrative, office management, or similar roles
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Experience in coordinating with vendors, suppliers, and service providers
• Ability to handle confidential information with discretion
• Detail-oriented with strong problem-solving skills
• Can work independently with minimal supervision
• Willing to work on-site and handle multiple priorities in a fast-paced environment