RESPONSIBILITIES:

• Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
• Manage the day-to-day personnel and administrative operations of the Office.
• Ensure that the working environment is healthy and respectful, and free from hazard or security risks.
• In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of the Management.
• Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
• Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs).Ensure MOSS/MORSS compliance in consultation with FSOs.
• Bring issues to the attention of senior management relating to compliance with company’s standards of work-life balance, security, health, well-being and living conditions of staff, and resource allocation.
• Allocate office space.
• Liaise with Government and other external actors in providing vital supportive services (i.e. processing of visas; tax exemptions, etc.).
• Attend inter-agency meetings with other  agencies with specific focus on general administration, staff safety and human resources issues (i.e. common services).
• In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff
• Serve in an advisory capacity in counselling staff members.
• Advise on matters pertaining to administrative and staffing requirements in the Division/Bureau/Office.
• In cooperation with HR, endorse staffing management strategies, and ensure local compliance with  workplace standards.
• Issue and extend contracts for locally recruited staff.
• Coordinate training and capacity-building activities to staff in administrative related areas.
• Provide guidance and support on  internal control framework, financial rules, policies and procedures.
• Prepare the ABOD for the Office, and monitor the budgetary execution of it.
• Control and check the monthly accounts and various administrative activities.
• Ensure that appropriate internal controls are in place.
• In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office.
• Manage contracts and relations with suppliers.
• Recommend local service providers (e.g. building security guards and cleaning companies).
• Award, issue and terminate (local) contracts and frame agreements in accordance with delegated authorities and company’s regulations, rules and procedures.
• Serve as a member of the Local Contracts Committee (LCC) in accordance with delegated authorities.
• Enforce compliance with company’s financial and administrative rules, policies and instructions.
• Perform other related duties as required.

Requirements

• An Associate’s degree in a related field, such as office administration, may be preferred.
• Proven work experience as an Administrative Officer, Administrator or similar role
• Solid knowledge of office procedures
• Experience with office management software like MS Office (MS Excel and MS Word, specifically)
• Strong organization skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail

salary: Negotiable