Admin Officer

Job Summary:

The Administrative Officer is responsible for the management, administration and delivery of all support programs and services in order to ensure that they are accomplished in an effective and efficient manner and within all legislative, policy and procedural guidelines

Duties & Responsibilities:

•Conducts flight bookings for both domestic and international travels of all staff to include visitors’ air ticket reconfirmation.
•Arranges accommodation for national and international staff coming into the country.
•Processes all visa requirements of all staff both national and international.
•Ensures work permits are properly issued to international staff.
•Arranges meetings/workshops/fora which include venue, food and vehicle arrangements.
•Manages, maintains and updates office and guesthouses contract renewals.
•Manages organization’s contract registration to include safekeeping, updating and renewal.
•Secures proper linkages with the Ministry of Economy (MoE), Ministry of Finance (MoF), Ministry of Interior (MoI) and other related agencies and accomplishes all tasks related to administrative issues such as visas and work permits.
•Establishes and maintains insurance-related concerns of the organization.
•Manages cooks and cleaners.
•Coordinates daily administrative operations of the office and administrative work flow.
•Provide records and documents to the relevant governments and agencies, when requested.
•Establishes systems and procedures for administrative support activities.
•Oversees the work of the administrative support staff;
•Drafts and edits a variety of correspondence and instruction under her office.
•Provides advice and ensures staff has timely information regarding travel arrangements in order to make effective decisions.
•Responsible for processing, recording, maintaining and coordinating travel plans of all staff to include ticket bookings, passport and visa processing, travel itinerary and travel documentation of all staff.
•Performs other work as assigned by the line manager.

Job Requirement:

•Education: University degree ( Bachelors or equivalent) in relevant field;
•Knowledge of office systems, practices and administration.
•Knowledge of business English, basic math, and basic financial procedures.
•Knowledge of personal computers, including word processing.
•Highly developed oral and written communication skills.
•At least 3 years experiences with International and UN agencies
•Problem solving skills
•Good Interpersonal skills
•Gender sensitive
•Be able to work independently as well as in a team
•Willingness to travel as per requirements of the organization

Job Location: