Administrative Officer

Summary

• The Administrative Officer is responsible for providing efficient administrative and operational support to ensure smooth day-to-day office, facility, and support service operations in line with organizational policies and procedures.

Key Responsibilities
Administrative & Office Management:

• Coordinate daily office operations and ensure a functional working environment.
• Manage office supplies, stationery, and consumables; initiate procurement and maintain inventory records.
• Maintain accurate filing systems (physical and electronic) for administrative records.
• Draft, type, and distribute official correspondence, memos, and reports.

Facilities & Logistics Management:

• Oversee office facilities, utilities, and general maintenance.
• Coordinate office equipment servicing and repairs.
• Support travel arrangements, accommodation bookings, and logistics for staff and visitors.
• Supervise office drivers, cleaners, and other support staff where applicable.

Records & Documentation:

• Maintain staff attendance registers and administrative logs.
• Support documentation for onboarding, exit processes, and staff movements.
• Ensure proper documentation and safekeeping of company assets.

Compliance & Support Services:

• Ensure compliance with company policies, administrative procedures, and safety standards.
• Liaise with vendors, service providers, and regulatory bodies on administrative matters.
• Assist in implementing administrative policies and internal controls.

Budget & Cost Control:

• Support preparation and monitoring of the administration budget.
• Track administrative expenses and ensure cost-effective operations.
• Process invoices and verify vendor bills for payment approval.

General Support:

• Provide administrative support to management and departments as required.
• Coordinate meetings, prepare venues, take minutes, and follow up on action points.
• Perform any other duties assigned by management in line with the role.

Key Performance Indicators (KPIs)

• Efficiency of office operations and support services.
• Accuracy and timeliness of administrative documentation.
• Cost control and adherence to administrative budgets.
• Compliance with company administrative policies and procedures.

Qualifications & Experience

• Bachelor's degree in Business Administration, Public Administration, Management, or related discipline.
• 45 years' relevant experience in an administrative or office support role.
• Experience in corporate, construction, oil & gas, or project-based environments is an advantage.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Good interpersonal and coordination skills.
• Attention to detail and strong record-keeping ability.
• Ability to work independently and under minimal supervision.
• High level of integrity and professionalism.