AWF is seeking a high performing and motivated individual who will be responsible for the day to day office management duties which support efficient execution of AWF operations while adhering to
statutory requirements.
This position is responsible for executing logistics, ensuring a friendly and service-oriented approach to all site visitors, and providing essential services at the AWF Headquarters and supporting other country offices as required. The Administration Officer reports to the Director IT & Infrastructure.
Administration Officer Job Responsibilities
- Manage and coordinate program related events; work closely with other departments in the management of other organization based events such as Board, program, donor, stakeholder meetings
- Organize administrative, program and logistical support for the Trustees, Partners, Senior Staff (CEO, COO) and ensure security clearance and other entitlements are obtained
- Ensure the AWF Conservation Centre premises are kept clean, orderly and in good condition at all times
- Supervise the HQ Administration staff ensuring high level of customer service
- Work with the supervisor to develop and review metrics to improve efficiency in the Administration department
- Work with the procurement department to negotiate and maintain official contracts with vendors ensuring compliance with organizational policies and procedures
- Ensure provision of required office services and supplies at the HQ office and roll out the standards to country and field offices across AWF
- Ensure efficient management of staff logistics
- Oversee the fleet management ensuring adherence to the vehicle policy
- Maintain and update AWF’s master list for use in distribution of AWF materials including and not limited to season greeting cards, annual reports, newsletters, flyers and magazines
- Develop and implement standard operating procedures (SOPs) for efficient office operations across AWF.
- SOPs will prescribe standards for reception, presence, signage, furnishings, supplies management, safety, security and other administrative services necessary to facilitate program operations. Following implementation of SOPs, establish regular schedule for administrative audits
- Work with the accounting and IT and Infrastructure teams to ensure that assets are entered and maintained in the Serenic accounting system or as per prescribed format
- Work with the IT and Infrastructure team to collect and maintain database of AWF office leases.
- Work with supervisor and procurement team to manage AWF’s general and vehicle insurance policies and maintain database of AWF’s various policies.
- Establish master service contracts across regions and/or insurance types.
- Work with procurement team to establish procedures by which to assess risk and ensure adequate coverage.
- Maintain all country-level registrations and MOUs within AWF. Ensure that all registration documents are scanned and housed in a central repository. Ensure registration requirements are adhered to and renewals/annual filings are completed timely.
- Participate in office startups and close outs, ensuring efficient tracking of progress and checklists.
- Be the focal point for security and safety standards working with relevant teams.
- Work with all departments to implement proper archival standards for AWF. Filing for all departments should be organized, accessible, and maintained in such a way that balances cost and space considerations.
- Assist other departments as may be required
- Bachelors degree in Business Administration
- Minimum of 5 years’ experience in a similar position (preferably in an international NGO set-up or busy working environment)
- Demonstrated interest and understanding of key administrative functions ranging from insurance management, tenancy agreements, procurement and cross border logistics
- Proactive nature of problem solving
- Familiarization in dealing with government departments, revenue authorities and immigration departments
- Ability to manage multiple tasks and prioritization
- Excellent customer service and interpersonal skills
- Excellent verbal and written communication skills
- Quick learner / Fast adaptor with high level of flexibility
- Ability to take initiative and work with minimal supervision and a sense of urgency
- Excellent organizational aptitude and coordinating ability
- Ability to assess and react appropriately to changing circumstances
- Ability to pay attention to detail and meet strict deadlines
- Ability to manage a team
- Ability to work as part of a team in a multicultural environment
- Ability to proactively share information as needed
- Computer literacy – proficiency
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