Office Administrator at Food For Education

About the Role

• The Office Administrator will coordinate and support the organization’s administrative operations to ensure efficiency, compliance, and effectiveness. The role encompasses oversight of front office operations and wider office administration, including but not limited to strategic communications, support to special projects, and coordination of staff travel arrangements. The position provides day-to-day administrative support and serves as a key liaison between administration, finance, the people team, and program teams to ensure seamless organizational operations. 

Key Responsibilities
Front Desk Management

• Serve as the first point of contact for all visitors, clients and service providers ensuring a professional and welcoming experience.
• Maintain office security by following safety procedures and controlling access via the reception desk
• Manage front desk operations inquiries, and general office communication.
• Maintain the reception area to ensure it is tidy, organized, and presentable at all times.

Administration Support

• Provide administrative support for meetings (ensure meeting rooms are booked, well equipped, and usage etiquette is maintained.
• Provide travel support for staff - book flights, accommodation and provide support in visa applications
• Cross functionally, support in the identification and provision of locations for physical and electronic filing systems by providing a filling and archiving protocol to ensure secure and organized records 
• In collaboration with the Communications department, share internal administrative communications and correspondence
• Act as the point person for internal administrative inquiries and issues.
• Coordinate onboarding for new staff, particularly office access, office walk through, staff IDs, & parking allocation.
• Develop and implement systems and procedures for efficient office management & drive digitization and automation of administrative processes.
• Propose, develop and track implementation of administrative organizational priorities and action items that support high-priority projects and prepare analytical briefs for leadership decision-making.

Procurement, Budget & Asset Management Support

• Monitor and manage the administration budget by implementing cost-effective practices in procurement and inventory control by managing an updated office services schedule. 
• Lead procurement planning for administrative needs, including vendor sourcing and contract negotiations and manage purchase approvals and vendor payments in accordance with finance and procurement policies.
• Liaise with procurement to source kitchen supplies and equipment.
• Maintain an accurate and updated asset register and  inventory of office supplies and equipment. (Offices and the Kitchen)
• Monitor usage and maintain an up-to-date inventory of stationery items.
• Distribute stationery in line with office guidelines and support cost control efforts.
• Update and monitor asset registers; conduct periodic audits and reconciliations and ensure proper asset tagging, tracking, and usage across departments.
• Support internal and external audits by providing accurate procurement and asset documentation.

Coordination & Administration

• Manage Office Assistant staff capacity ensuring operational efficiency.
• Provide general administrative support related to reception and office operations such as filing and photocopying

Minimum Requirements

• Diploma in Business Administration, Office Administration, Public Administration, or a related field
• At least three (3) years experience in an administrative role
• Proven experience overseeing front office operations and coordinating travel arrangements
• Strong organizational, communication, and time management skills
• Ability to work collaboratively across teams
• Proficiency in MS Office and standard office management systems