Admin Officer at Gender Equality, Peace and Development Centre (GEPaDC)

Job Description

• Prepare regular reports on expenses and office budgets.
• Organize a filing system for important and confidential project documents.
• Keep project staff abreast of GEPaDC policies and SOPs as needed.
• Remind project staff of the project calendars and appointments.
• Book meeting/activity venues as required
• Distribute and store correspondence (e.g. letters, emails and packages).
• Prepare weekly reports and presentations as assigned.
• Handle employee travel itineraries including engaging with approved vendors to provide flight tickets, hotel accommodation, vendor relationships, and contract administration.
• Organize a filing system for important and confidential project documents.
• Meeting and call room scheduling and management.
• Ensure compliance with Quality Management System / Occupational Health & Safety requirements including objectives and applicable regulations relating to assigned jobs.
• Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.
• Responsible for logistics arrangements for all events and meetings (providing refreshments for all events and meetings).
• Ensuring that car vendors provide proper vehicle maintenance and motor vehicle insurance.
• Work with Finance Officer to monitor work plan implementation and budget
• Work closely with the procurement officer on office supplies, stocks and office furnishing and is part of the project procurement committee.
• Proven work experience as an Administrative Officer, Administrator, or similar role
• Solid knowledge of office procedures.
• Proficiency in office management tools like MS Office (MS Excel and MS Word, Google Workspace).
• Strong organisational skills with a problem-solving attitude.
• Excellent written and verbal communication skills.
• Attention to detail
• Must be able to work with little supervision.
• Report directly to the Program Manager.

Requirements

• Candidates should possess a Bachelor's Degree qualification with at least 3 years work experience.