The Office Administrator is responsible for the management and
coordination of office operations and procedures by maintaining office systems
and supervising support staff.
He/she is responsible for the day-to-day operations of the
office ensuring efficient and effective operations and coordinating on all
issues affecting the daily operations of the office.
Key Tasks
Office and Assets Management
- Develop
office management policies and procedures manuals and ensure that they are
adhered to
- Take
lead role in planning, organising and implementing operations and
procedures: managing correspondence; filing; procurement, inventory and
supervision of administration staff and associated tasks
- Plan
space allocations and layouts, maintenance of office furniture, fittings
and all equipment within the office premises and arranging for necessary
repairs
- Ensure
that all IPPFARO assets are tagged and numbered according to the assets
register and donor requirements, maintain and update assets register,
regularly assess the conditions of IPPFARO assets and arrange for disposal
of absolute assets
- Take
lead role in ensuring that ARO premises are well equipped, fully
functioning and fit for purpose to enable staff operate with maximum
efficiency office, plan for timely payment of utilities bills i.e.
electricity, telephone bills, internet etc at AR offices and Regional
Director residence
- Oversee
the overall maintenance of the residence and office premises, facilities assets,
equipment and ensure that office assets are secure and efficiently
utilized
- Create
a conducive work environment by ensuring printers, photocopies, scanners
and web conferencing systems are in good working conditions.
Health and Safety, security and Staff support
- Ensure
smooth settling in of expatriate staff, supporting them to acquire
secure/safe housing or accommodation, schools, advise on tenancy contract
and liaison i.e. drivers, nannies etc.
- Responsible for
office and Regional Director’s residence security issues, ensure that the
office complies with regulations of the Occupational Safety and Health
Act, arrange for regular safety drills at ARO and arrange for safety
inspections in the workplace
- Regularly
review working conditions and work with line managers to correct
non-compliance and identify opportunities for improvement
- Ensure
that the alarm system is maintained to respond to alarm response call outs
- Liaise
with Head of Operations and Technology to ensure that security information
is regularly updated
Supervise Service Providers and administration staff
- Supervise
Administration staff, Regional Director’s Assistant, Protocol assistant,
office support, driver, cleaners and reception area
- Ensure
valid contracts with the office landlords and tenancy agreement for
Regional Director residence
- Review
and annually update all contracts and leases before forwarding them to the
Head of Operations and Technology for signature
- Supervise
monthly provision of office supplies and stationery
- supervision
of general office duties including office cleanliness
- To
undertake any other reasonable duties as may be requested by the
supervisor.
How to Apply
Interested individuals should submit a CV and a 1-page cover
letter to: hroffice@ippfaro.org
Closing date Wednesday 4th
March 2020.
If you do not hear from us by 30th
June 2020, please assume that your application
was not successful.