Administrative Officer

Functional Summary

Administrative services managers coordinate and direct the many support services that allow organizations to operate efficiently. Oversee telecommunications management, security, parking, and power consumption. Manages and coordinates activities of employees engaged in administrative services such as security, maintenance, mail and messenger services, and support services.

Administrative Officer of NEWA is expected to provide administrative support towards general office management, personnel administration, and information management.

Duties & Responsibilities:

• Provide general office coordination

Maintain the rental accounts for the program, update tenancy agreements and facilitate payment

• Maintain up to date insurances for all the office assets and other related offices
• Maintenance and ensure timely settlement of utility bills for the office and other related offices
• Coordinate the process of sourcing, purchasing and supplying goods
• Coordinate all support services including messenger, purchasing and Motor transport logistics
• Monitor all necessary files regarding general office administration Review the policies, rules and regulations regularly for effective functioning of the administration
• Provide secretarial support throughout the recruitment process including, preparation of job adverts, circulation of job advertisements, receiving applications, communication to candidates as well PS recruitment panels through out the recruitment process
• Monitor staff contracts and initiate review of contract through necessary communication to supervisors
• Prepare contract renewals as per instructions
• Process and monitor short term contracts as well as consultancie
• Facilitate staff performance appraisal
• Process leave requests and ensure appropriate leave authorization
• Maintain accurate records on staff leave administers off insurances, medical scheme and PF benefits Ensure over all effective security of the organization and if’s resources
• Review the policies on over all security of the organization as and when required.
• Ensure effective functioning of motor transport section through effective maintenance of vehicles, Proper maintenance of records on duties and consumption of Fuels, oils and lubricants.
• Ensure optimization in usage of transport and effective and reliable service Plan and process the cases for requirement of resources for the section

Department: Finance and Administration

Reports To Manager, Finance and Administration

Job Location: Addis Ababa

Required:

Required	Minimal	Desirable
Professional/ Qualifications	Diploma in Management related field	BA in Management related field
Relevant Experience	Working experience in office management Knowledge of modern office procedures Knowledge and exposure to personnel Management Good organization and coordination skills Ability to operate modern office management
Length of Experience	At least 4 years	2 years
Key skills	Excellent communication skills Good inter personal and people management skills Attention to details & highly confidential
Personal Attributes	Mature, reliable, dynamic