Job Position: Senior Administration Officer

Job Summary:

We are seeking a highly skilled and organized Senior Administration Officer to join our team. This pivotal role will support the smooth running of our administrative functions and contribute to the overall efficiency of our operations.  

Duties and Responsibilities

• Provide general administrative assistance, including document preparation, report generation, meeting coordination, and travel arrangements;
• Draft and proofread correspondences and internal communications;
• Greet visitors and respond to telephone inquiries in a professional and courteous manner;
• Manage incoming mail, packages, and other forms of correspondence, ensuring prompt distribution;
• Handle documentation for security clearances, and manage hotel reservations, airport pickups, and other travel arrangements;
• Provide support with hospitality, protocol, customs, and immigration for traveling staff or guests;
• Build and maintain trust-based relationships with clients through open, responsive, and professional communication;
• Address complaints promptly, offering appropriate solutions and follow-up to ensure full resolution;
• Monitor and manage utility services (water, electricity, telephone and Internet) ensuring timely payments and usage within organizational guidelines to prevent service disruptions;
• Maintain organized and up-to-date electronic and paper records, ensuring information is easily accessible;
• Collaborate with the HR and Finance departments to streamline workflows and support interdepartmental communication;
• Ensure that fixed assets are properly registered, tagged, and regularly updated in accordance with the organization’s asset management policies;
• Monitor and manage the office’s supply of stationery, refreshments, and utilities, ensuring availability and appropriate usage;
• Maintain and monitor company vehicle logbooks, fuel consumption, and ensure timely vehicle maintenance.
• Undertake any additional administrative tasks assigned by the immediate supervisor.

Requirements

Academic qualification 

• Bachelor degree in Management, Office Management and Information System (OMIS) or other related fields

Additional qualifications 

• Excellent organizational and multitasking abilities;
• Strong written and verbal communication skills;
• Familiarity with office management software and tools;
• Ability to work independently, take initiative, and manage competing priorities;
• Professional demeanor with a solution-oriented approach to problem-solving;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar tools.

Years of experience: Proven experience in an administrative role, ideally with 3+ years in a senior administrative position.

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