The Administrative Officer is responsible for the coordination of the day-to-day activities that will ensure the smooth and efficient running of the FHCI office. The Administrative Officer will be specifically responsible for ensuring maintenance of the office building, ensuring assets are well maintained and functional, developing and analyzing reports generated within the Administrative Department monthly fuel consumption reports, maintenance reports, etc., and making informed recommendations to the F&A Manager.
Key Responsibilities:
Administrative Tasks:
- Facilitate effective coordination, understanding, and cooperation between the team and the administration.
- Implement strategies to ensure the efficient application of FHCI resources, minimize wastage, and achieve the highest standards of stewardship.
- Directly supervise the building maintenance and repair for the office and request services as needed; provide oversight to the general cleanliness of the office.
- Ensure that courier documentation for sent and received items is carried out properly; manage mail and mailing services.
- Ensure protection and safety equipment such as fire extinguishers and first aid kits are serviced, available, adequately stocked, and in functional order at the office premises.
- Prepare reports related to office maintenance, and utility costs as needed
- Participate in the procurement of materials as directed, adhering to FHCI’s procurement manual at all times; pick up quotations and invoices from vendors and supervise the receipt of procured items by ensuring their quantities and prices are as expected. In instances of sole sourcing, proper authorization must be obtained before procurement is carried out. Coordinate the use of the office conference rooms to avoid double bookings.
- Coordinate logistics for workshops, meetings, etc. as needed.
- Coordinate, review, and monitor staff travel schedules and support with planning and arrangement of logistics as needed.
- Asset management:
- Oversee the efficient use of office equipment including office generators, photocopiers etc. and telecommunication equipment as well as maintenance contracts for this equipment.Serve as the primary custodian of office supplies and consumables for the FHCI Malaria team; distribute these based on written requests.
- Maintain proper and accurate records/inventory of office equipment and supplies including distribution and usage.
- Send an updated inventory report on all assets to the F&A Manager every quarter.
- Circulate the office supplies purchase request forms and liaise with the F&A Manager to restock the needed supplies promptly.
- Review the assets movement records and the assets register maintained by the Logistics Officer to ensure that adequate asset movement records are maintained.
Vehicle Management:
- Coordinate the direct supervision of the driver assigned to the LLF-SMEP sites, using FHCI’s performance management system and standards.
- Receive and review all vehicle reports. Report any issue immediately upon identification.
- Provide general oversight to vehicle dispatch and allocation.
- Review log sheets and data entry into appropriate tool and the monthly reports from the driver.
- Provide regular training on the use of available tools to staff in the fleet management unit.
- Carry out monthly inspections of all vehicles to ensure that vehicles are in the right condition and all issues on them have been adequately reported and addressed. This will ensure that there are no vehicle breakdowns and all issues are reported on time by drivers.
Knowledge Management:
- Review admin policies to ensure that guidelines reflect current operational conditions and make recommendations on ways to improve efficiency and internal control measures where applicable.
- Maintain project files; ensure documents are stored in an easy-to-access and understandable system and update and circulate the filing list regularly. All files are to be kept in secured lockers and access is restricted to the relevant personnel of the department.
Qualifications & Skills:
- Bachelor’s degree in Business Administration, Public Administration, Management, or a related field.
- Minimum of 3 years’ experience in administrative or operations support roles.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Ability to coordinate office operations and ensure smooth daily activities.
- Proficiency in Microsoft Office Suite Word, Excel, PowerPoint, Outlook.
- Experience in inventory and asset management.
- Knowledge of procurement processes and vendor management.
- Strong attention to detail and accuracy in record-keeping.
- Ability to prepare and analyze administrative reports.
- Experience in logistics coordination for meetings, workshops, and travel.
- Ability to supervise support staff drivers, cleaners, assistants.
- Basic knowledge of fleet/vehicle management and maintenance tracking.
- Strong problem-solving and decision-making skills.
- Ability to work independently and within a team environment.
- High level of integrity and ability to maintain confidentiality.
- Good time management skills and ability to meet deadlines.
- Familiarity with health sector or NGO operations is an added advantage.
- Knowledge of safety and compliance standards e.g., office safety equipment.
- Ability to manage filing systems and documentation efficiently both physical and digital
