Administrative Officer at Casava Microinsurance Limited

We are seeking a highly organised and detail-oriented Administrative Officer who will oversee general office operations, manage administrative tasks, and support various departments with day-to-day activities. 
The ideal candidate will have excellent organizational skills, attention to detail, and the ability to handle multiple tasks effectively. You will ensure that administrative procedures are followed, records are maintained accurately, and communication flows efficiently within the organization.

Key Responsibilities:

In this role, you’ll be responsible for;

• Ensure the office operates efficiently by managing daily administrative activities.
• Oversee office layout and setup, ensuring a productive workspace.
• Coordinate maintenance and repair of office facilities, including equipment and furniture.
• Supervise Office assistant or custodial staff to ensure cleanliness and organization.
• Maintain and track office keys, access cards, and security protocols.
• Create, update, and maintain organizational records, files, and databases (physical and digital).
• Draft, review, and distribute internal and external correspondence, such as memos, emails, reports, and official letters.
• Manage contracts, agreements, and licenses, ensuring timely renewals.
• Archive and retrieve records for auditing, legal, or operational purposes.
• Monitor and manage office supplies, including ordering, stocking, and tracking usage.
• Source vendors, obtain quotes, and negotiate favorable terms for procurement needs.
• Maintain records of purchases, pricing, and delivery timelines.
• Oversee asset tagging and tracking of office inventory.
• Assist in onboarding new hires by preparing workspaces, arranging IT equipment, and compiling welcome materials.
• Ensure compliance with workplace policies, including health and safety regulations.
• Act as the primary point of contact for administrative inquiries from staff and external stakeholders.
• Liaise with suppliers, service providers, and external consultants to fulfill administrative needs.
• Ensure timely dissemination of information across departments to facilitate smooth operations.
• Assist in the implementation and management of office software, tools, and IT systems.
• Troubleshoot minor technical issues and coordinate with the IT team for complex problems.
• Maintain and update administrative software, ensuring data accuracy and security.
• Manage feedback and resolve complaints related to administrative services.
• Take on special projects or tasks assigned by management.

Job Requirements

The right candidate might have…

• Bachelor's degree in Business Administration, Office Management, or a related field.
• Minimum 3 years experience as an Administrative Officer or in a similar administrative role.
• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and other relevant software.
• Attention to detail and high level of accuracy.
• Ability to handle sensitive and confidential information with discretion.
• Problem-solving skills and a proactive approach to tasks.