Admin Support Officer at Total Data Limited

Job Objective(s)

The Admin Officer is responsible for ensuring the efficient and effective management of office operations, procurement of office supplies, facility maintenance, asset management, and administrative support services. The role ensures business continuity by maintaining a safe, well-equipped, and compliant working environment.

Key Responsibilities

Office Operations & Facility Management

• Ensure smooth day-to-day administrative operations.
• Oversee maintenance of office infrastructure and facilities (AC systems, CCTV, fire extinguishers, generators, etc.).
• Ensure timely service and repairs of office equipment and gadgets.
• Monitor diesel usage and coordinate timely procurement to prevent operational disruptions.
• Maintain a clean, safe, and organized office environment.

Procurement & Inventory Management

• Procure diesel, stationery, PPEs, branded materials, and other office essentials in line with company policy.
• Maintain accurate inventory records for all office supplies.
• Ensure adherence to minimum reorder levels to avoid stock-outs.
• Conduct periodic stock-taking and reconciliation.
• Ensure proper safekeeping and accountability of office materials.

Administrative Support Services

• Process and issue employee ID cards and branded materials promptly.
• Maintain accurate documentation and filing systems (physical and electronic).
• Keep records of disbursement of office supplies and consumables.
• Support audit processes by ensuring proper documentation and compliance.

Compliance & Control

• Ensure adherence to company policies, procedures, and administrative processes.
• Maintain 100% accuracy in record keeping.
• Ensure zero regulatory infractions relating to administrative operations.
• Support cost control initiatives within the department.

Other Duties

• Carry out additional official tasks as assigned by the Line Manager.

Key Performance Indicators (KPIs)

• 100% accuracy in inventory and record keeping
• Zero stock-out incidents
• 0% regulatory infractions
• Timely processing of employee ID cards and branded materials
• Equipment uptime and maintenance compliance rate
• Cost efficiency in procurement
• Adherence to policies and procedures
• Office environment maintenance rating
• Customer (internal staff) satisfaction

Job Requirements

• Minimum: OND (Ordinary National Diploma) in Business Administration or related discipline
• Bachelor’s Degree is an added advantage
• Minimum of 1–2 years’ experience in an administrative role (preferred)

Key Competencies

Technical Competencies

• Inventory and stock management
• Procurement processes
• Basic facility management knowledge
• Record management and documentation

Behavioral Competencies

• High attention to detail
• Strong organizational and time management skills
• Resourcefulness and problem-solving ability
• Strong interpersonal and communication skills
• Negotiation skills
• Stakeholder management
• Collaborative and supportive working style
• Integrity and accountability