Administrative Officer

Job Description

Requirements

• In-depth knowledge of office administration and management principles and best practices.
• Comprehensive understanding of administrative policies, procedures, and standard operating practices.
• Expertise in facilities and office services management.
• Proficient in contract and vendor/stakeholder management.
• Excellent report writing abilities, with a focus on clarity and precision.
• Familiarity with occupational health, safety regulations, and workplace management protocols.
• Strong knowledge of equipment and asset management processes.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities
• effectively.
• Superior verbal and written communication skills, demonstrating clarity and professionalism.
• Demonstrated integrity and discretion, with a strong commitment to maintaining confidentiality.
• Proficient in prioritizing tasks to meet deadlines in a fast-paced work environment.
• Keen attention to detail, coupled with strong analytical and problem-solving skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Capable of working independently as well as collaboratively within a team setting.
• Strong negotiation and coordination abilities, fostering positive relationships with stakeholders.
• Demonstrated adaptability and resilience in navigating changing organizational needs.

Responsibilities

• 1. Coordinate the day-to-day administrative operations of the UNCST
• 2. Develop, implement, and continuously improve administrative systems, procedures, guidelines and
• workflows.
• 3. Ensure the office environment is functional, safe, secure, and conducive to productivity.
• 4. Coordinate the maintenance of office premises, equipment, furniture, utilities, and other facilities.
• 5. Liaise with service providers, contractors, and landlords to ensure quality service delivery.
• 6. Monitor office space utilization and recommend improvements where necessary.
• 7. Ensure workplace health, safety, and environmental standards are maintained.
• 8. Coordinate procurement of office supplies and administrative services in accordance with organizational
• policies.
• 9. Monitor stock levels and ensure timely replenishment of office consumables.
• 10. Maintain an up-to-date asset register and coordinate asset allocation, movement, maintenance, and disposal.
• 11. Verify invoices and administrative expenditures before submission for payment processing.
• 12. Monitor Administrative Service contracts to ensure compliance with agreed service levels.
• 13. Evaluate Vendor performance and recommend improvement where necessary.
• 14. Perform any other UNCST tasks as necessary and as may be assigned from time to time.