Administration Officer at Yehu Microfinance Services Limited

The Administration Officer plays a crucial role in day-to-day activities and ensuring efficient administrative operations within the organization. The Administration Officer is responsible for the efficient and effective management of administrative functions within Yehu Microfinance Services Limited. The role encompasses planning, coordinating, and overseeing administrative procedures and systems to ensure cost-effectiveness, compliance, and smooth operations. The Administration Officer will also ensure the provision of high-quality support services that enhance productivity and align with the organization's strategic objectives

Overall Responsibility

• Executive support:
• Efficiently manage the CEO's schedule, including scheduling and coordinating appointments, meetings, conferences, and travel arrangements.
• Handle incoming and outgoing correspondence on behalf of the CEO. This includes emails, letters, and other forms of communication, ensuring timely responses and appropriate prioritization.
• Coordinate and organize meetings, including preparing agendas, distributing relevant documents, arranging meeting rooms, and ensuring participants are informed and prepared.
• Manage travel logistics for the CEO, including booking flights, accommodations, ground transportation, and preparing itineraries. Ensure all travel arrangements align with the CEO's preferences and business requirements.
• General Administration
• Act as a point of contact, maintaining professionalism and excellent communication and foster positive relationships with internal and external stakeholders, including board members, executives, clients, and partners.
• Organize and maintain physical and electronic filing systems and ensure proper document management and confidentiality.
• Handle and prioritize incoming and outgoing mail and packages.
• Maintain office supplies inventory office supplies, equipment, and furniture and place orders as needed.
• Procure and manage office supplies, including but not limited to stationeries, electronics, equipment, and furniture
• Coordinate and oversee office maintenance, sourcing of new office premises, repairs, and renovations/refurbishments including coordinating with Branch managers to ensure all branch offices are maintained as per the defined standards.
• Assist in annual budget preparation and expense monitoring, ensuring cost effectiveness.
• Maintain office efficiency by implementing and improving administrative systems, procedures, and policies.
• Support HR Functions:
• In collaboration with HR functions, management of new staff in settling down upon posting to their duty stations.
• Timely provision of working tools to all the staff.
• Management of staff relocation during transfers to ensure cost efficiency and a positive experience to the employee being transferred
• Compliance and Policy Adherence
• Enforcement of all procurement matters in collaboration with all functions as required for efficiency in cost minimization.
• Effective inventory management in collaboration with relevant stakeholders e.g.management, branches etc for optimal revenue generation from the salable stationery and cost minimization on the consumable stationery.
• Maintain an understanding of relevant laws and regulations affecting the organization (taxation regulations, procurement, management of budgets. etc)1.1.4.4 Develop and enforce policies on workplace safety, security, and emergency preparedness.
• Risk Management and controls
• Risk exposures emanate from various sources and it is expected that the Administration Officer shall employ practices that eliminate any form of business interruptions in service delivery as well as the wellbeing of the organization’s business operations resulting to loss of business in form of clients’ dissatisfaction, slow or stoppage of business operations, among others.
• Innovation and Creativity for sustained competitiveness
• The Administration Officer has a role of supporting new ways of improving efficiencyin doing business amidst the challenges experienced the contemporary business environment.
• Public Relations and Communication for effective Stakeholder Management
• The Administration Officer shall act as a link between the Public and stakeholders on forums which have been approved by the CEO as noted in the Yehu Corporate
• Communication Policy. The engagement shall be on the specific issue that authority has been given for engagement with the public.

KEY Skills and Attributes

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Excellent interpersonal skills - able to align staff with the right culture, values and attitude, building employees commitment, influencing sustainable staff and organizational productivity as well as ability to build relationships with stakeholders, including board members, external partners and donors
• Excellent communication skills- Promotes the image of the organization at all times to all the stakeholders through practical demonstration of the Core values and all other policies and an expert level written and verbal communication skills.
• Self-motivated, efficient worker with high standards for quality of processes and results who can work independently with a level of emotional maturity.
• Ability to plan maintains focus and positive attitude during high volume of work while multi-tasking with changing priorities.
• Intrinsic desire to continuous learning.

Education and Experience

• Minimum Education: Undergraduate degree in Business administration/management, Human resource, procurement or other related discipline.
• Exposure in supervision role in similar profession at least 3 years.
• Basic bookkeeping experience, especially in accounts payable/receivable, inventory management and procurement.
• Proficiency with Microsoft Office products required: Office management software, including word processing software and spreadsheets among other data analysis tools is preferred.
• Good organization, time management and scheduling skills as well as project management skills.
• Quick learner that is methodical and analytical who possesses excellent organizational and people management skills.