The posting
Job Purpose
- To provide efficient administrative, clerical, and office support services to ensure the smooth day-to-day operations of the Administration & Office Services Division. The role supports office management activities, travel coordination, records management, reception services, inventory control, and other administrative functions while maintaining high standards of professionalism and service delivery.
Office Administration
- Provide administrative and clerical support to ensure efficient office operations.
- Manage and maintain correspondence, registry records, and administrative email communications.
- Organize, file, scan, photocopy, and maintain documents and records appropriately.
- Support various business units with administrative requirements as and when necessary.
Travel Management
- Assist in coordinating and managing official travel arrangements, including flight bookings, accommodation, transportation, and travel documentation.
- Ensure travel requests and related documentation are processed accurately and timely.
Reception & Visitor Management
- Manage the reception area and ensure a professional environment for visitors.
- Welcome and assist visitors, guests, and external parties.
- Handle incoming telephone calls and direct them to the appropriate personnel.
Events & Meeting Coordination
- Assist in planning and coordinating meetings, events, workshops, and functions.
- Arrange logistics, venue bookings, refreshments, and other administrative support for events.
Procurement & Purchase Requests
- Assist in raising Purchase Requests (PR) for business units as required.
- Coordinate with relevant departments and vendors to facilitate procurement processes.
Mail & Correspondence Management
- Manage incoming and outgoing mail, courier services, and deliveries.
- Maintain accurate records of incoming and outgoing correspondence.
- Ensure official correspondence is properly distributed and archived.
Inventory & Office Supplies Management
- Monitor and maintain adequate stock levels of stationery, pantry supplies, and office consumables.
- Conduct inventory checks and coordinate replenishment of supplies when required.
Administrative Support
- Assist in compiling newspaper clippings and relevant information for internal circulation.
- Maintain and update vendor lists, contact databases, and response letter records.
- Performing clerical tasks, including photocopying and filing documents accurately and as needed.
- Helping with coordinating and arranging staff requests to ensure smooth operations and timely support for team needs.
Customer Service
- Oversaw the reception area and managed visitor interactions to ensure a welcoming and organized environment.
- Handle inquiries and complaints professionally and provide information about the organization's.
Minimum Requirements
- Diploma in Business Administration, Office Management, Secretarial Studies, Management, or a related discipline from a recognized institution.
Preferred
- Bachelor's degree in business administration or a related field would be an added advantage.
