Administrative Officer

1. Asset Management

• Maintain and continuously update the master asset register tracking details such as asset numbers locations and assigned users.
• Ensure all newly purchased assets are properly tagged and labeled according to organizational standards.
• Verify the accuracy of asset information and supporting documentation upon receipt of new assets.
• Collaborate with procurement and finance teams on all aspects of asset acquisition registration and documentation.
• Oversee and document the formal transfer of assets between staff or project offices.
• Monitor asset movement and maintain a clear record of all transfers.
• Prepare comprehensive asset reports and documentation for internal reviews and donor reporting.
• Ensure all assets are utilized appropriately and in full compliance with organizational policies.
• Establish and maintain a robust filing system for all asset-related documents including lists transfer forms disposal forms and verification reports.
• Review and validate monthly asset reports submitted from all LPK project offices.
• Manage the reporting process for damaged assets and office supplies providing timely support to all project offices.
• Coordinate and facilitate the timely write-off and disposal of assets in accordance with policy.
• Organize and conduct quarterly physical asset verifications with administrative focal points at all project locations.
• Ensure the monthly asset report is accurately compiled and submitted to the supervisor by the deadline.

2. Office Maintenance & Logistics

• Oversee the day-to-day functionality of the LPK Coordination Office ensuring facilities equipment and utilities are in good working order.
• Liaise with and coordinate external service providers for necessary maintenance (e.g. electrical plumbing internet).
• Proactively monitor the condition of office equipment and arrange for timely maintenance or repairs.
• Keep detailed records of all maintenance requests repairs and service schedules.
• Coordinate transportation and logistics to support staff travel field visits and meetings.
• Ensure accurate and complete documentation for all vehicles including logbooks maintenance records and fuel consumption reports.
• Monitor vehicle insurance registration and other legal documents to ensure they are always current and valid.
• Provide logistical support for the arrangement of meetings workshops and office events as needed.
• Coordinate with field offices on vehicle usage maintenance schedules and logistics support to ensure consistency.
• Guarantee full compliance with all organizational policies and procedures related to vehicle and office management.
• Ensure monthly vehicle and generator reports are prepared and submitted to the supervisor on time.

3. Stock & Inventory Management

• Maintain accurate and up-to-date stock records for all inventory including kitchen items stationery office supplies and generator fuel.
• Monitor stock levels continuously and initiate purchase requests when items hit the designated minimum threshold.
• Receive inspect and record all incoming stock verifying accuracy against delivery notes and invoices.
• Oversee the distribution of kitchen items stationery and office supplies to staff following approved request procedures.
• Monitor generator fuel stock levels and track usage to maintain adequate supply and inform reporting.
• Prepare and submit monthly stock consumption reports for all key categories.
• Work closely with the procurement team to ensure the timely purchasing of all required stock items.

4. Staff Supervision & Development

• Supervise the Jr. Administration Officer providing guidance regular constructive feedback and support to ensure the smooth execution of daily administrative tasks and professional growth.
• Delegate tasks effectively monitor progress and ensure the timely completion of all assigned duties.
• Provide ongoing coaching and training on administrative processes and procedures to build team capacity for the field staffs.
• Conduct orientation sessions for new staff members to introduce them to administrative systems and policies.
• Offer technical support and guidance to administrative staffs in project offices as needed.
• Foster clear communication and effective coordination between the administrative team and other departments.
• Support the supervisor in the continuous improvement of administrative systems and procedures.
• Ensure all administrative staffs strictly adhere to organizational policies and compliance requirements.

5. Contracts & Government Liaison

• Manage the full lifecycle of contractual agreements including leases rental contracts service agreements and consultant hiring.
• Initiate and prepare agreements contracts and service arrangements for both new engagements and extensions.
• Coordinate with other departments and service providers to ensure the validity before expiry of contract and agreement and extend or end for notice in a timely manner.
• Maintain the contractual documents up to date filing and extension for future audit purpose.
• Assist in drafting official letters documentation applications for registration Memoranda of Understanding (MOUs) and other government correspondence.
• Liaise and follow up with relevant government ministries and departments to secure necessary documentation and approvals.
• Act as the primary point of contact with Regional and Township Administration Departments for the submission of required reports.
• Other duties as assigned by supervisor.

Qualifications :

• University graduate (any major) with a recognized degree; a Master of Business Administration or Public Administration is an advantage.
• Minimum of 35 years of relevant professional experience in administration or a related field.
• Strong command of spoken English and written English.
• Proficient in standard computer applications (e.g. MS Office Suite).
• Highly organized systematic and proactive in managing tasks.
• Strong administrative and organizational management skills.
• Excellent documentation and record-keeping abilities.
• Effective problem-solving and decision-making skills.
• Strong interpersonal skills with the ability to work collaboratively in a team.
• Demonstrated ability to build and maintain positive working relationships with colleagues and stakeholders.
• Ability to manage multiple tasks simultaneously and prioritize work effectively to meet deadlines.

Additional Information :

09 09                                                                                                                                

Remote Work :

No

Employment Type :

Contract