Administrative Officer at Frandek International Consulting

Duties of the Post

• Organizing and managing schedules and calendars for staff, managers, and senior-level officers
• Support the preparation of proposals and policies as necessary.
• Coordinate preparation and submission of bids, tenders, Expressions of Interest (EOIs), and Requests for Proposals (RFPs).
• Ensure all bid documents meet submission requirements, deadlines, and compliance criteria.
• Track, and monitor post-bid clarifications, and contract award processes.
• Support procurement planning and execution in line with organizational policies.
• Receiving and processing communication channels, including email, phone, and physical mail
• Assisting in human resources activities for personnel.
• Facilitate proper accounting in invoicing and filing of payments.
• Work with ICT to facilitate the functionality of necessary office equipment and maintenance.
• Facilitate and create a system for the preparation of expense records, file monthly VAT and Tax for FCL and her affiliate.
• Prepare reports and memos.
• Support organization of seminars, events and activities for FCL.
• Attending meetings and preparing reports in line with office procedures and policies.
• Facilitate the scheduling of appointments, maintaining events calendar and sending reminders.
• Maintain organizational lists/database in line with office procedures and policies.
• Carry out proper record keeping and ensure custody of documents as they relate to FCL matters.
• Facilitate the organization of Seminars/ Workshop for FCL.

Qualifications

• Graduate of Business Management and Administration or related course
• Minimum of 6 Years’ experience in an Operational Role as an Office Manager and Administrator.
• Experience on financial accounting and administration.
• Good communication skills, initiative and creative working ethos.

Technical Requirements:

• Strong knowledge of bid, tender, procurement, and contract award procedures.
• Proven ability to prepare, compile, and submit compliant bid documents within strict deadlines.
• Knowledge of contract administration, including contract files, renewals, and performance tracking.
• Proficiency in Microsoft Office Suite:
  • Word – advanced document formatting for bids and reports
  • Excel – quotations comparison, procurement analysis, trackers
  • PowerPoint – presentations and bid submissions
• Strong document control and records management skills (physical and electronic filing).
• Ability to maintain bid pipelines, procurement trackers, and vendor databases.
• Familiarity with audit requirements related to procurement and bid processes.
• Basic understanding of budget tracking and cost control in procurement activities.
• Good working knowledge of compliance, risk management, and internal control procedures.