Office Coordinator at Stratostaff

Key duties & responsibilities                                                                             

• Ensure there are sufficient office supplies to enable a conducive and effective workspace for the foundation staff.
• Maintain the general office filing system.
• Manage the logistics calendar (drivers/third party driving service).
• Liaise with Program EA to facilitate internal communication within the Country Office.
• Participate as a member in the Joint Health, Safety and Wellness Committee and ensure the Country Office meets government regulations on matters health, safety, and environmental standards.
• Support the Facilities Manager in the delivery of all facilities management services in line with agreed service level agreements with suppliers ensuring we have consistent service.
• With the support of the Facilities Manager, support in conducting workplace inspections and audits and ensure all findings are documented, owned and completed as required.
• Proactively report or log any observations, service issues or failures into the facilities helpdesk system as and when required so as to provide proactive service to staff.
• Ensure effective financial management through adhering to company purchasing procedures.
• Working with the Facilities Manager to ensure that the space planning data base is updated and maintained on a regular basis.
• Participate in Control reviews and ensure that all non-conformances and opportunities for improvement are brought to the attention of the Facilities Manager.
• Prepare purchase orders, review and process invoices as per the laid down guidelines.
• Support onsite supervision and coordinating work of contractors and suppliers.
• Provide assistance in the onboarding process by ensuring new hire workstations, business cards and other facilities requirements are set up.
• Conduct supplier performance review as per the schedule.
• Handle emergency calls related to the office and coordinate resolution accordingly.
• Provide assistance with special projects when required.
• Provide assistance to other administrative staff when required.

Academic and Professional Qualifications                                                 

• Bachelor’s degree or Higher Diploma in Business related field or any related field
• Facilities Management experience is an added advantage

Experience                                                                                          

• Minimum 2-3 years of experience in an Office Administrative role in a fast-paced environment. Local experience preferred.

Competencies                                                                                                  

• Excellent communication skills in English; written and spoken
• Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
• Strong communication skills in English; written and spoken, and ability to communicate in local language specific to your country
• Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Possess excellent communication skills with the ability to articulate information to a variety of constituents across cultures.
• Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.