Responsabilities
Effective day to day running of the office by ensuring amongst others, uninterrupted provision and flow of office supplies
Responsible for the cleanliness and safety of the office, the office premises and its environs
Handle all third party inquiries to the organisation
Receive and transmitting as appropriate, accurate record of all messages and correspondence from third parties to the company.
Efficient use of the computer to prepare, control and manage correspondence, reports and documents and to monitor the activities of all outlets via installed CCTV surveillance systems.
Arrange and co-ordinate meetings, trainings etc.., taking minutes and keeping notes.
Maintain and monitor the use of all office equipment and assets
Design, implement and maintain filing systems
Establish and maintain procedures for record keeping
Organize and store documents and computer based information.
Protect organization’s value by ensuring confidentiality of official files and data
Maintain organizational efficiency
Prepare operational reports and schedules to ensure efficiency
Monitor and manage all staff attendance& staff data
Facilitate recruitment and training processes
Assist to define office policies and procedures and ensure adherence
Interface and negotiating with key suppliers/contractors.
Anticipate, maintain and replenish office and outlets supplies.
Maintaining the condition of the office and outlets and arrange repairs as necessary.
Arranging regular servicing and maintenance of all electrical equipment and appliances including generators and computers in offices and all outlets and ensuring adequate supply of all fuels, oils,etc
Maintain a safe and secure working environment
Ensure efficient resolution and timely settlement of all utility bills and local levies.
Arrange logistic support for movement of goods and personnel within the entire organization.
Prepare and submit weekly and monthly administrative reports
Briefing the Office Manager/CEO on a daily basis
The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed. An employee will be required to perform any other job-related duties required by the Office Manager/Chief Executive Officer
