Administrative Officer at Sigma Qualitas Limited

Core Job Functions / Responsibility

• Responsible for the day to day general administration of the organization, assisting the chief executive and supporting the staff team.

Primary Activities

• Provides oversight of activities at the front desk. Act as the main point of contact for visitors and callers, including reception duties.
• Provide general administrative support to the chief executive and staff team.
• Provide support for the programme/projects including assisting with administration of project work where appropriate and when agreed.

 Undertake General Administrative Duties including:

• General word processing. Filing, copying and faxing.
• Collation and distribution of minutes, reports and other documents.
• Dealing with incoming and outgoing mail and general emails.
• Ordering of equipment, materials and office supplies.
• Minute taking for Board, team meetings and other meetings as required.
• Undertake and assist in the recording and processing of invoices, receipts and payments as required and instructed.
• Administer the petty cash system and ensure appropriate record keeping.
• Prepare contracts for suppliers as advised.
• Arrange meetings relating to the core operation of the company.
• Arrange hospitality and events, purchase supplies to ensure the smooth running of the organization on a day to day and as required basis.
• Maintain the central filing system, general database and archive.
• Provide administrative support for matters relating to the premises and operations including security, alarms, opening, insurance and transport.
• Maintain close links and inform the chief executive of all issues likely to affect the operation.
• Other administrative jobs as may be assigned.

Requirements

• Graduate Qualifications: A Bachelor's Degree in Social Science or Arts.
• Post Graduate Qualifications: Master's Degree would be of advantage.
• Experience: 5 years work experience in a relevant admin role.

Certifications and Training Requirements:

• Relevant professional qualification e.g. Accounting or Supply Chain Management would be of advantage.

Key Skills:

• Proficient use of Microsoft Office, Outstanding Process and Systems Documentation, Attention to Detail, Highly Organized, Conflict Resolution, Presentation Skills, Excellent Communication skills, Highly Organized, Team Oriented and Leadership, High Tolerance for Stress, Problem Management (analysis and resolution), Customer Service Orientation, Relationship Builder, High level of Integrity, Time and Priority Management Skills, People Management and Negotiation skills. Superior analytical.
• Contract and service level agreement management.
• Good analytic decision making and problem solving.
• Effective communication skills and Good knowledge in international affairs and behavioural etiquette.
• Proficiency in the use of MS Office suite. (Word and Excel)
• Interpersonal and people management skills.
• Good time management and organizational skills.
• Excellent record keeping abilities.
• Ability to interact with employees at all levels
• Ability to get a job done under pressure and within tight timelines
• Negotiation skills.
• Excellent customer service skills.