Position: Administrative Officer
Reports to: Finance & Administration Manager
Grade Level: Officer
Job Summary
OGF seeks an Administrative Officer with an excellent blend of administrative, financial, and organizational skills. The incumbent will ensure efficient and effective office operations as well as contribute to facilitating an environmentally conscious workplace
Principal Duties and Responsibilities
● Oversee the day-to-day operations of the office, including managing office supplies, ensuring facilities are maintained, and coordinating maintenance issues. This ensures that the organizational infrastructure supports all activities effectively.
● Manage essential documents and records, prepare administrative reports, and ensure all documentation complies with regulatory and organizational standards. This includes managing databases, filing systems, and safeguarding confidential information.
● Serve as a point of contact for internal and external stakeholders, including answering phone calls, managing email correspondence, and facilitating communication between departments and with external partners or donors.
● Ensure that the organization adheres to laws, regulations, and internal policies. This can involve coordinating audits, managing legal paperwork, and keeping up to date with changes in governance standards that affect the organization.
● Organize and coordinate meetings, workshops, and other events, including scheduling, securing venues, arranging travel accommodations, and ensuring that all logistical aspects are handled.
● Provide direct administrative support to senior management, which may include but not limited to scheduling appointments, preparing presentations, and managing specific projects or initiatives as directed.
● Handle administrative tasks related to human resources, such as maintaining employee records, assisting with the recruitment process, organizing staff training sessions, and ensuring compliance with local labor laws and organizational policies.
● Coordinate IT-related tasks, ensuring that all staff have the necessary technological support to perform their duties efficiently, liaising with external IT service providers and managing software licenses and updates.
● Advocate for and implement sustainable practices within office management, such as promoting recycling, reducing waste, and ensuring that office operations align with the NGO’s environmental mission.
Competencies and Skills Requirements
Organizational Skills:
● Ability to manage and prioritize multiple tasks effectively, ensuring that all administrative duties are completed in a timely and accurate manner.
● Proficiency in managing schedules, resources, and office logistics. Communication Skills:
● Strong written and verbal communication skills crucial for drafting reports, handling correspondence, and engaging effectively with staff, stakeholders, and community members.
● Ability to communicate complex information clearly and concisely to diverse audiences. Financial Acumen:
● Basic knowledge of financial processes including budgeting, financial record keeping, and reporting.
● Basic Skills in handling petty cash and managing basic accounting tasks. Technology Proficiency:
● Familiarity with office management software, including spreadsheets, databases, and presentation software.
● Ability to manage digital files and assets as well as familiarity with platforms for virtual meetings and remote collaboration.
Problem-Solving Skills:
● Ability to identify issues promptly and develop effective solutions to ensure that office operations run smoothly.
● Capacity to handle unexpected challenges and adapt to changing situations. Interpersonal Skills:
● Exceptional interpersonal skills to interact effectively with all levels of staff, volunteers, and external partners.
● Sensitivity and understanding of the cultures and dynamics of the communities the organization serves. Compliance and Regulatory Knowledge:
● Understanding of the legal and regulatory requirements affecting the organization, including those specific to non-profits and environmental projects. Project Management Skills:
● Basic project management skills to oversee administrative projects, coordinate events, or assist in project tasks as needed.
Key Performance Indicators (KPI)
Operational Efficiency
● Task Completion Rate: Measures the percentage of assigned tasks completed on time. This indicator helps assess the efficiency and reliability of the Administrative Officer in managing daily operations.
● Document Management Accuracy: Tracks errors in document handling and record keeping. High accuracy in this area ensures compliance and reduces the risk of issues during audits.
● Office Supply Costs: Monitors spending on office supplies against the budget. Effective management of resources is crucial for cost efficiency.
Support Effectiveness
● Internal Support Satisfaction: Assesses how satisfied staff and management are with the support services provided by the Administrative Officer. This could be measured through regular feedback surveys, Service Level Agreements and performance management outcomes.
● Response Time to Requests: Measures how quickly the Administrative Officer responds to internal requests. A quicker response time indicates better support for operational efficiency.
Compliance and Process Improvement
● Compliance Rate: Tracks adherence to internal policies and external regulatory requirements. High compliance rates are crucial for maintaining the legal and ethical standing of the NGO.
● Process Improvement Initiatives: Measures the number of process improvement initiatives suggested or implemented. This indicates proactive engagement in enhancing organizational efficiency.
Project Management
● Project Support Efficiency: Evaluates the effectiveness of the Administrative Officer in supporting project teams, measured by the timeliness and quality of administrative support provided.
● Event Management Success: Evaluates the success rate of events (fundraisers, community outreach, etc.) managed or supported by the Administrative Officer, from the logistics perspective.
Minimum Qualifications
● A bachelor’s degree in business administration, management, or a related field is required.
● Previous experience in administrative roles, preferably within the nonprofit sector or in organizations with a focus on environmental sustainability.
● Experience working in or with rural and marginalized communities is preferred.
● Familiarity with basic financial management tasks, such as budgeting, financial reporting, and expenditure monitoring.
● Experience in managing office operations, including procurement, facilities management, and coordination of office logistics.
● Relevant certification is preferred but not mandatory.
OGF is an equal opportunity employer. Qualified candidates are encouraged to apply without discrimination on grounds of ethnicity, race, marital status, gender, age, religion, disability status or political persuasion.
