Office Administrator Child’s i Foundation

Ensure that all administrative functions are coordinated to achieve a high level of productivity within the Foundation.

Key Job Duties and Responsibilities:
Office Management
• General administration including, minute taking, circulation and generation of letters etc.
• Support the procurement activities of the organisation by compiling office supplies, stationery and equipment needs
Collate and distribute minutes and information for meetings, and support day to day needs of the organisation as directed by members of the Senior Leadership Team.
• Plan and co-ordinate meetings
• Take minutes and co-ordinate internal and external meetings
• Liaise with and make follow up calls with external stakeholders on behalf of the Senior Leadership Team
• Responding to general enquiries
• Copying, printing, laminating, collating, scanning, filing documents
• Organize for refreshments during meetings, trainings and parties (both internal & external)
• Arrange in house and external events e.g. meetings, support trainings, etc.
Compile and present statistical and budget related reports, maintain related databases
• Manage the front desk and co-ordinate the reception of visitors at the office premises
General administration support
• Day to day tasks as per the Senior Leadership Team requests
• Sending out orders and receiving goods
• Maintain records of stationery orders and inventory/supplies and follow up with service providers.
• Manage the stores by ensuring the items in storage are secure and accurately keep track of inflows and outflows of stock
Advise on the procurement of new stock based on the assessment of current stock levels
• Disburse stationery and supplies to all users, including the field offices
• Pick/ Deliver letters at the post office bi-weekly
• Liaise with the HR team and maintain emergency contact list for all staff and volunteers
• Support the auxiliary staff i.e. the outsourced security company and cleaner.
• Be the focal person for Health & Safety and conduct health and safety checks
• Support the Finance team to carry out asset verification
• Keep track of utilities and organize for their timely payment
• Process monthly staff airtime and internet data
• Follow-up on building repairs and maintenance
• Liaise with the HR team and service providers for the printing of staff cards and IDs.
• Perform any other tasks assigned from time to time

Education, Knowledge & Working experience
• University Degree (Bachelors) in Administration.
• Three to four years’ experience in an office setting, in a social work oriented environment
• In-depth understanding of office management, office equipment and daily operations

Skills and Abilities
• Excellent planning, organizational and communication skills
• Good computer skills including Microsoft Word, Excel, PowerPoint
• Proven ability to work as a member of a team and on your own
• Good interpersonal skills and excellent ability to communicate
• Ability to work independently and with minimal direction or supervision
• Ability to show attention to detail and high degree of flexibility
• Ability to work to tight deadlines and under pressure
• Ability to accept constructive criticism and respond to it positively

Personal Attributes:
• Outgoing and proactive personality
• Personal effectiveness and credibility.
• Keen attention to detail and ability to keep records and files organized.
• Competent collaborator and skilled cross-functional communicator.
• Strong time manager with respect for deadlines.
• Decisive and critical thinker.
• Commitment to the wellbeing of children and promoting child protection
• Excellent command of the English language, both written and spoken