Administrative Officer at Concerned Medics Foundation

Role Overview:

The Admin Officer will organize and coordinate administration duties and office procedures and ensure that the administrative activities run smoothly for the organization daily. This role involves tasks like scheduling meetings and taking minutes, responding to email inquiries, preparing reports, following up on key action items, advance preparation for outreach activities, arranging logistics for visiting teams, and managing the organization’s records.

Duties and Responsibilities Include:

• Managing official correspondence and disseminating the relevant information as appropriate.
• Tracking and following up on the status of outstanding actions that facilitate operational efficiency.
• Scheduling meetings and appointments and ensuring appropriate communications to attendees.
• Providing and organizing all support materials in advance for meetings.
• Recording meeting minutes and sharing with attendees.
• Working closely with the Trustees and management committee as needed to ensure the timely flow of work.
• Establishing and maintaining a proper document filing system.
• Managing contracts and price negotiations with office vendors and service providers.
• Tracking the utilization of office consumables and ensuring replacements as needed.
• Managing, reconciling, and replenishing the petty cash regularly.
• Assisting with the procurement of project-related materials (preparing Purchase Orders and following up with vendors).
• Traveling to project sites to coordinate, record, and report on project progress as required.
• Managing CMF social media accounts.
• Acting as a representative of the organization where the need arises.
• Performing other general admin duties and providing any other administrative support as required.
• Maintaining the office and other premises, arranging necessary repairs, and ensuring that the office and other premises are kept clean at all times.

Key Competencies:

• Good oral and written communication in English.
• Strong organizational, time management, and planning skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Analytical, Reporting, Problem-solving, and Critical thinking skills.
• Ability to work independently with minimal supervision.
• Ability to communicate effectively and professionally.

Education and Experience:

Successful candidates will ha​​​​​​​ve:

• Bachelor’s degree.
• Project Management Certification such as PMP (preferred but not mandatory).
• 1-2 years of relevant experience in a Secretarial/Administrative capacity.
• Previous experience working in an NGO (preferred but not mandatory).
• Previous experience supporting or managing projects of any kind (preferred but not mandatory).

Salary, Benefits, and Others:

• Working Hours: 20 hours a week (part-time), 40 hours a week (full-time), Mondays - Fridays.
• Monthly Salary: Attractive and negotiable.
• Allowances: Mobile and internet allowance.
• Per Diems: For travel depending on location.
• Annual Leave: 30 calendar days per year.
• Work Location: Hybrid (office and virtual).