Admin Officer / SSO at Ama-Zuma Group

Role Summary

• The Department Admin / SSO is responsible for providing administrative and secretariat support to the Head of Department and unit heads, ensuring effective coordination, documentation, and alignment with the company’s Document Management System with oversight support from ECSEC Admin.

Responsibilities
The role covers the following key areas:
Meeting Coordination & Support:

• Organize and support departmental meetings, including preparing agendas, ensuring continuity of pending items, and following up on action points.
• Provide full secretariat support during meetings by recording minutes, documenting resolutions, and tracking assigned tasks through to closure.

Documentation & Reporting:

• Maintain accurate records by uploading signed-off minutes, resolutions, and departmental documents to SharePoint in line with company standards.
• Support the HOD in preparing departmental reports (monthly, quarterly, annual) and provide regular updates to the Executive Chairman’s Secretariat on administrative performance.

Document Management & Control:

• Serve as custodian of departmental records, ensuring proper registration, filing, processing, archiving, and retrieval of documents.
• Work with the Document Management Unit of ECSEC to ensure compliance with company-wide document control processes.

Correspondence & Communication:

• Manage departmental communications by extracting key directives from official channels and archiving correspondence on SharePoint.
• Ensure Chairman- and department-related communications are properly documented and accessible.

General Administrative Support:

• Provide logistics, tools, and materials required for departmental operations.
• Liaise with other departments and process owners as authorized by the HOD to support smooth interdepartmental collaboration.
• Perform other administrative duties as assigned within the scope of engagement.

Qualifications / Requirements

• Education: Bachelor's degree in Business Administration, Social Sciences, or related field.
• Years of Experience: Minimum of 1-3 years of Administrative experience.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with SAP or other ERP systems is an advantage.
• Strong written and verbal skills; professional phone and email etiquette.
• Ability to manage schedules, documents, and multitask efficiently.
• Accurate data entry, filing, and document retrieval—both physical and digital.
• Understanding of company policies, confidentiality, and support for audits.
• Detail-oriented, reliable, and able to work well with teams across departments.