Admin Officer at Value Seeds Limited

Job Title: Admin Officer

Job Summary

• The Admin Officer will provide oversight for the office in the areas of administration, facilities, operations, reporting and analytics, amongst other duties. He/ She will be responsible for compliance and efficient functioning of all units and departments in the Organization.
• The preferred candidate should be willing to work under pressure in a high-paced environment.
• He/ She must possess excellent communication skills, able to juggle multiple tasks and independently work through highly diverse and intricate work routines, processes and procedures.

Duties and Responsibilities

• Ensure smooth operation of ongoing office administrative functions including environment, space, equipment, information retrieval system, etc.
• Manage facilities by overseeing activities like renovations and repairs, ensuring that established procedures for all building management, fire, life safety and security programmes are followed for periodic inspection and staff emergency drills
• Orienting new staff at all levels regarding unit’s administrative operations and work guidelines
• Manage an asset programme for the Company’s furniture, equipment, fittings and other inventory
• Review all contractor invoices and recommend for payment as appropriate
• Attend to all procurement matters concerning procurement for office facilities.
• Maintain a current table of head and seat counts in the office and space use and coordinates internal moves with IT staff.
• Serve as backup to support staff on issues related to program activities, HR, front desk, IT, security, office events, logistics, etc.
• Dissemination of administrative information and other relevant reports useful for staff wellbeing and welfare.
• Reviews all contractor invoices and recommends for payment as appropriate. Attends to all procurement matters concerning procurement for office facilities.
• Maintains a current table of head and seat counts in the office and space use and coordinates internal moves with local IT staff.
• Provides support to the real estate carbon footprint team by coordinating an effective Greening Program to minimize waste and user impact on the environment; implements effective post-occupancy energy and water management programs to reduce the building footprint.
• Oversees activities of the hospitality and cleaning staff.
• Serves as backup to support staff on issues related to program activities, HR, front office, reception, IT, security, office events, logistics, etc.
• Dissemination of administrative information (e.g. Health and first aid information) and other relevant reports useful for staff wellbeing and welfare.
• Coordinate schedules, arrange meetings, distribute memos and reports and ensure that everyone is kept current of necessary company news and information
• Operate copy equipment, printers or other equipment necessary
• Update office policies as needed
• Ensuring that all assets are controlled and managed properly in accordance to policies.
• Update the Asset register, and the inventory list for assets and expendable store and produce monthly reports.
• Conduct asset inventory (physical count) during the reporting period.
• Ensure proper tracking, maintenance, and recording of all assets, which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
• Liaise with Supply Chain Team to recommend disposal of assets to ensure that it is reviewed and implemented annually as per requirements and regulations.
• Ensure that up-to-date filing system for all assets is maintained.
• Retrieve assets and reassign at the end of employee term of service
• Arrange travels and accommodations as required by staff and visitors
• Schedule in-house and external events
• Undertake adhoc duties that may be assigned by Superior to meet organisational requirements

Qualifications
Education, Training and Experience:

• B.Sc./ HND in Business Administration or related field
• 1 – 2 year proven working experience as an Administrative Officer, Administrator or in similar role

Skills and Knowledge:

• Solid knowledge of office procedures
• High attention to details, strong organizational skills and good problem-solving skills
• Good communication skills, both written and verbal, with a blend of assertiveness and empathy
• Excellent knowledge of MS Word, Excel and Powerpoint
• Highly efficient to multitask and work under pressure to meet deadlines
• Project and Task Management Skills
• Personal drive for agreed-upon results and surpass expectations
• Client Orientation
• Good record-keeping acumen, manually and electronically
• Efficient time-management skills
• Leadership and Supervisory skills
• Personal qualities of integrity, credibility and a commitment to the Company’s mission

Working Conditions:

• Full time work week days with occasional work, meetings and events during weekends and holidays. There may be occasional travels on official responsibilities.

Salary

• Attractive and Competitive

Application Instructions:

The application deadline is on 21st January, 2025 Qualified and interested candidates can: Click here to apply online. It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Website:
Official Job Website: https://valueseedsltd.com/

Note:

Due to the nature of this role we will be reviewing applications on an ongoing basis and the role might be filled and closed before the closing date. Early applications are encouraged.