Administrative Officer

Administrative

Administrative Officers manage the daily tasks of a company or organization by providing administrative and clerical support. The duties and responsibilities of an Administrative Officer typically include:

• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times
• Occasionally traveling off-site to deliver reports or files to other departments
• Ensuring the confidentiality and security of files and filing systems
• Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information
• Operating copy equipment, fax machines, printers or other equipment necessary
• Preparing expense reports and office budgets.
• Managing office supplies and ordering new supplies as needed.
• Systematically filing important company documents.
• Forwarding all correspondence, such as letters and packages, to staff members.
• Scheduling meetings and booking conference rooms.
• Hiring maintenance vendors to repair or replace damaged office equipment.
• Assisting the HR department with job postings and interviews.

Administrative Officer duties and responsibilities

Administrative Officers manage the daily tasks of a company or organization by providing administrative and clerical support. The duties and responsibilities of an Administrative Officer typically include:

• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times
• Occasionally traveling off-site to deliver reports or files to other departments
• Ensuring the confidentiality and security of files and filing systems
• Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information
• Operating copy equipment, fax machines, printers or other equipment necessary
• Preparing expense reports and office budgets.
• Managing office supplies and ordering new supplies as needed.
• Systematically filing important company documents.
• Forwarding all correspondence, such as letters and packages, to staff members.
• Scheduling meetings and booking conference rooms.
• Hiring maintenance vendors to repair or replace damaged office equipment.
• Assisting the HR department with job postings and interviews.

Internal Audit

JOB BRIEF We are looking for an objective Internal Auditor to add value and improve our operations by bringing a systematic and disciplined approach to the effectiveness of risk management, control, and governance processes. The successful candidate will possess a thorough knowledge of accounting procedures and sound judgment.

RESPONSIBILITIES

• Perform and control the full audit cycle including risk management and control management over operations’ effectiveness, financial reliability, and compliance with all applicable directives and regulations
• Determine internal audit scope and develop annual plans
• Obtain, analyze, and evaluate accounting documentation, previous reports, data, flowcharts, etc
• Prepare and present reports that reflect audit results and document process
• Act as an objective source of independent advice to ensure validity, legality, and goal achievement
• Identify loopholes and recommend risk aversion measures and cost savings
• Maintain open communication with management and audit committee
• Document process and prepare audit findings memorandum
• Conduct follow up audits to monitor management’s interventions
• Engage in continuous knowledge development regarding the sector’s rules, regulations, best practices, tools, techniques, and performance standards.

Procurement officer

• Overseeing and supervising employees and all activities of the purchasing department.
• Preparing plans for the purchase of equipment, services, and supplies.
• Following and enforcing the company’s procurement policies and procedures.
• Reviewing, comparing, analysing, and approving products and services to be purchased.
• Managing inventories, maintaining accurate purchase, and pricing records.
• Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
• Maintaining good supplier relations and negotiating contracts.
• Researching and evaluating prospective suppliers.
• Preparing budgets, cost analyses, and reports.

ICT

• Maintain and troubleshoot all network and computer-related issues.
• Integrate security and physical control solutions for all confidential data and systems.
• Monitor performance and manage parameters to provide fast responses to front-end users.
• Integrate and configure computer networking for best performance.
• Troubleshoot and repair hardware, operating systems, and applications.
• Monitor and maintain computer systems and networks.
• Identify security gaps and provide relevant solutions in consultation with the Operations Manager.
• Test and evaluate all new technology including M&E systems e.g. database systems, websites, etc.
• In collaboration with ICT Partner and MEL Unit, develop participatory strategies and tools for monitoring and evaluating the project.
• Conduct electrical safety checks on computer equipment.
• Enhance office IT system through appropriate upgrades and advise Operations Unit on changes or improvements required.
• Help install and support all ICT hardware and software.
• Provide overall administrative support to the Hinga Weze program.

Finance Manager

• Plan, organize and execute financial tasks and projects of the organization.
• Make estimates of funds required for the short and long-term financial objectives of the organization.
• Complete financial reports, lead the month-end closing process and conduct monthly financial forecast.
• Develop and implement plans for budgeting, forecasting, and reporting.
• Achieve a proper mix of equity and debt to minimize cost and maximize operational profit.
• Strategize on fund procurement through banks and other financial institutions.
• Prudently make investments on assets that maximize returns.
• Provide financial insight and analysis to drive the business performance of the organization.
• Manage and monitor metrics, KPI tracking, and reports.
• Evaluate the financial performance of the organization and measure returns on investments.
• Understand and calculate the risks involved in the financial activities of the organization.

Operation Manager

• Provide inspired leadership for the organization.

• Make important policy, planning, and strategy decisions.

• Develop, implement, and review operational policies and procedures.

• Assist HR with recruiting when necessary.

• Help promote a company culture that encourages top performance and high morale.

• Oversee budgeting, reporting, planning, and auditing.

• Work with senior stakeholders.

• Ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations.

• Work with the board of directors to determine values and mission, and plan for short and long-term goals.

• Identify and address problems and opportunities for the company.

• Build alliances and partnerships with other organizations.

• Support worker communication with the management team.