Administration Officer at Human Asset Consultants

Reporting to the Manager, Human Resources & Administration, the successful candidate will manage administration related issues including records management, logistics and housekeeping at the assigned station.

Supervisory Responsibilities

1. Ensure all staff within the Administration section receive adequate orientation to the department and Organization.
2. Provide supervision of staff through appropriate recruitment, effective delegation of duties, objectives setting and appraisals, training, mentoring and coaching.
3. Ensure adequate and efficient staff discipline, leave management and timely address of staff issues.
4. Assist the Manager in preparation of Administration related budgets.
5. Monitor and implement the approved budget ensuring compliance and prudent spending.
6. Ensure effective utilization of resources assigned to the Administration section.
7. Compile and report on staff performance and section activities.

 Core Responsibilities

1. Oversee reception related duties.
2. Ensure appropriate handling of clients on phone, email and in person.
3. Requisition, maintain and distribute office supplies and equipment.
4. Ensure adequate handling of all general correspondence and documents received through mail and in person, as well as outgoing mail
5. Produce letters for area office staff where appropriate.
6. Ensure recording of incoming and outgoing mail, distribution of incoming mail to relevant staff, and postage of outgoing mail.
7. Maintain a filing system in both physical and computerized formats.
8. Organize logistical and accommodation arrangements for area staff where appropriate.
9. Organize and maintain the office cleaning services.
10. Ensure security arrangements of office premises and safety of office and staff.
11. Ensure proper use of office facilities by staff and report noted misuse.
12. Ensure proper authorization and use of official transport within the zone.
13. Ensure prompt receipting of all payments.
14. Continuous professional development to keep up with current industry trends.
15. Prepare and submit timely reports and information for decision making.
16. Any other duties as may be assigned

Qualifications & Experience

1. Bachelor’s degree in a Business related field
2. At least 3 years relevant working experience
3. Previous experience in managing a team

Essential Competencies

1. Proficiency in ICT with strong MS office and internet ability
2. Supervisory skills
3. Interpersonal skills with ability to relate with clients at all levels
4. Communication skills with ability to prepare and present good oral and written reports
5. Good planning and coordination skills
6. Good negotiation skills
7. Good problem solving skills

Essential Personal Attributes

1. Team player
2. High degree of integrity and confidentiality
3. A people person with pleasant personality
4. Creative and innovative
5. Self-driven with a ‘can-do’ attitude
6. Ability to work under pressure with minimum supervision