The posting
Job Description
Key Responsibilities
Office Administration & Facilities Management
- Manage day-to-day office operations, including reception, mail, filing, and office supplies.
- Coordinate office maintenance, repairs, and facilities management.
- Liaise with landlords, service providers, and utility companies.
- Ensure a safe, clean, and organized working environment.
- Manage office security and access control.
Travel & Logistics Coordination
- Arrange domestic and international travel, including flights, accommodation, visas, and ground transportation.
- Prepare travel itineraries and expense reports.
- Coordinate with travel agencies, hotels, and transport providers.
- Ensure compliance with company travel policies and budget guidelines.
- Support expatriate staff with relocation and logistics where required.
Document & Record Keeping
- Maintain accurate and organized physical and electronic records.
- Manage incoming and outgoing correspondence, including emails, letters, and packages.
- Prepare, format, and proofread documents, reports, and presentations.
- Maintain office filing systems and ensure easy retrieval of documents.
- Support the preparation of reports and meeting materials.
Procurement & Vendor Coordination
- Support procurement activities for office supplies, equipment, and services.
- Obtain quotations and process purchase requests in coordination with Procurement.
- Manage relationships with office vendors and service providers.
- Track office expenditure and process invoices for payment.
- Ensure value for money in all administrative purchases.
Meeting & Event Coordination
- Schedule and coordinate meetings, conferences, and workshops.
- Prepare agendas, take minutes, and follow up on action items.
- Arrange refreshments, venue, and equipment for meetings and events.
- Support the organization of company events and staff activities.
Compliance, Risk & Reporting
- Ensure administrative activities comply with company policies and applicable Gambian regulations.
- Maintain administrative records to support internal and external audits.
- Identify and mitigate administrative risks, including security, health and safety, and vendor compliance.
- Prepare regular administrative reports covering office operations, travel, and expenditure.
- Support investigations and corrective actions relating to administrative irregularities.
Systems & Process Improvement
- Ensure accurate use of office management systems and databases where applicable.
- Improve administrative workflows, controls, reporting, and automation.
- Develop standard administrative templates, forms, and checklists.
- Promote best practices and administrative capability development across relevant teams.
- Perform any other duties as assigned by the Country Director / Managing Director.
Person Specification
Qualifications
- Bachelor's degree in Business Administration, Management, Office Administration, or a related field. A Master's degree is an advantage.
- Professional certification in administration or office management is an asset.
- Fluency in French is required; strong English communication skills are an advantage..
Experience
- Minimum of 3–5 years' experience in administrative, office management, or operations support roles.
- Demonstrated experience in office administration, travel coordination, record keeping, and vendor management.
- Experience managing administrative operations in The Gambia or a comparable West African market, with knowledge of local suppliers and regulatory environments.
- Experience with office management systems and strong Microsoft Office capability.
- Experience managing multiple tasks, sites, and competing operational priorities.
Skills & Competencies
- Strong administrative, organisational, and time-management skills.
- Excellent French communication skills, both written and spoken.
- Strong analytical, organisational, and problem-solving abilities.
- High level of integrity, confidentiality, attention to detail, and commitment to ethical administration.
- Strong stakeholder management and cross-functional collaboration skills.
- Ability to work under pressure, manage deadlines, and make sound administrative decisions.
- Proactive mindset with strong risk-management and continuous-improvement orientation.
- Proficiency in Microsoft Office Suite and office management software.
- Strong customer service and interpersonal skills.
