Duties & Responsibilities

Administrative function.

Handle internal and external mail/courier distribution, delivery and dispatch efficiently and maintain a register for that purpose.

Filing of assigned program documents and correspondence in an orderly manner and ensure safe custody of confidential files as required.

Assist in supervising the guard/gardeners, housekeepers, office assistants and ensure that they carry out their duties in accordance with their respective schedules.

Oversee and monitor the proper use and maintenance of office facilities and equipment and ensure availability of required consumables, supplies and timely repairs of equipment.

Maintain a visitor’s book and ensure it is readily available for use.

Responsible for arranging and booking accommodation for staff and visitors.

Ensure that the front desk area is clean, tidy, orderly and adequately served during working hours by handling visitors professionally.

Receive, verify and record office supplies and maintain accurate records of their usage.

Display bulletins, notices and communication on the notice boards.

Receive, compile and transmit staff medical fund claims for processing.

Enter all excel sheet SRs for all the projects into the sage system.

Human Resources function.

Assist in the coordination of the interviews process that includes ensuring interview venue is properly set, documents prepared and computers are available for written tests.

Arrange and manage orientation schedules for new staff.

Ensure that staff records are complete, up to date and kept confidential.

Maintain staff lists by location, project and gender and provide to the HR Officer on a monthly basis.

Ensure all employees are issued with Identity Cards and medical cards, and that those who leave employment return identity cards.

In coordination with the logistics department, ensure logistical arrangements are efficiently made to facilitate training events.

Ensure that staff prepare and submit training reports after each training attended.

Maintain a staff training record database and training events calendar.

Assist the Admin/HR Officer update the staff leave records to include: reconciling of staff leave, preparation of monthly Leave report summary for all staff and generation of the Leave reports each month.

Maintain file copies of all outgoing and incoming correspondence with the medical service providers.

Manage the filling system for the HR department

Monthly review of personnel files against the HR checklist for accuracy and completeness of personnel records and filing.

File all documents promptly and retrieve them when requested.

Maintain contracts/agreements schedule for HR services ensuring that agreements are renewed timely – a month prior to expiry following systematic procurement process.

Maintain employee confidence and protect operations by keeping human resource information confidential.

Coordinate all events at the office for instance farewells and end of year meetings.

Staff Supervision and Management.

Supervise the cleaners/office assistants/guards, motivating them, supporting them and instilling discipline and ensuring adequate performance.

Implement performance management processes and regularly set targets for staff under your supervision and conduct effective staff appraisals.

Trouble shoot administrative issues as they arise and support the Admin/HR Officer to raise effective decisions.

Coordinate logistics support for internal staff in cases of transfers, relocations and support field visits.

Procurement management 

Prepare all necessary documentation for procurement of goods and services in accordance with the Procurement Manual.

Prepare and review purchase orders (LPOs) and contracts, preparation of recurrent purchase orders for contracting of services.

Prepare and update vendors profiles.

Ensure proper filling of all procurement documents in accordance with LWF procurement guidelines.

In consultation with suppliers/vendors, he/she coordinates the delivery processes to ensure that the distribution plan is adhered to.

Assist in soliciting quotations from different suppliers as identified by the procurement committee and ensure that timely payments are made to suppliers

Ensure that cash advances for procurement are accounted for in an appropriate and timely manner.

Prepare monthly procurement status reports of supply requisitions and purchase orders completed, in-process and pending.

Compile Invoices/documents for submission to the finance department for payment.

Logistics and store management

Inspect all organizational Fleets to ensure that all are in good mechanical condition and make sure repairs are done on time.

Ensure proper management of all lubricants and Fuel and submit monthly utilization reports.

Ensure that all drivers and riders properly manage the vehicles and motorcycles assigned to them; all have riding permits and safety gear.

Effectively receive/dispatch commodities including transhipment (truck to truck) against official approved documentation (e.g., waybills and/or delivery notes) ensuring accuracy in the physical count of commodities including the quality in compliance with the established standards.

Carry out stock reconciliation and accurate inventory checks supporting internal control systems.

Perform daily inspections and prepare reports on the quantity and quality of the commodities received/dispatched and handled, detect promptly and analyse reasons for stock discrepancies/damages, investigate missing quantity, and prepare store loss reports recommending appropriate solutions, to enable informed decision-making.

Others

Performs any other relevant duties that may be assigned by the Senior Admin/HR Officer/Support Services Coordinator.

Educational Qualifications & Experience Required:

Bachelor’s Degree in Human Resource Management, Public Administration/Industrial and Organisational Psychology/Business Administration from a reputable institution.

At least 1- 2 years’ experience in Administration/HR from a reputable organisation.

Special Skills, Aptitude or Personality Requirements:

Ability to work independently with minimum supervision.

Ability to work under time pressure and meet deadlines.

Excellent Interpersonal and Communication Skills.

Records Management and Report writing skills.

Computer proficiency (Word, Excel etc.)