Job Overview
- The Administrative Officer is responsible for ensuring the smooth and efficient operation of office activities.
- The role involves coordinating administrative procedures, managing documentation, supporting management operations, and maintaining effective communication within the organisation.
- The successful candidate will serve as a central support figure who ensures that daily administrative functions run efficiently, enabling departments and leadership to focus on core organisational objectives.
Key Responsibilities
Office Administration:
- Oversee daily office operations to ensure efficiency and organisation.
- Maintain office systems, procedures, and records.
- Ensure administrative policies are followed across departments.
Documentation and Records Management:
- Prepare, organise, and maintain official documents and files.
- Manage both digital and physical records.
- Ensure confidentiality and security of sensitive information.
Communication and Coordination:
- Serve as a communication link between departments, management, and external stakeholders.
- Draft official correspondence such as letters, reports, and memos.
- Coordinate meetings, schedules, and appointments.
Logistics and Office Support:
- Monitor office supplies and ensure timely procurement.
- Coordinate office maintenance and equipment management.
- Provide logistical support for meetings, trainings, and company events.
Reporting and Data Management:
- Compile administrative reports for management review.
- Maintain databases and update relevant information regularly.
- Track operational activities and maintain accurate records.
Compliance and Policy Support:
- Ensure office procedures comply with organisational policies.
- Assist management in implementing administrative improvements.
Performance Indicators
The Administrative Officer will be evaluated based on:
- Efficiency of administrative processes
- Accuracy of records and documentation
- Timeliness of reports and administrative tasks
- Communication effectiveness within the organisation
- Support provided to management and staff
Qualifications and Requirements
Education
- Bachelor’s degree in Business Administration, Public Administration, Management, or a related field.
Experience
- 2–3 years of administrative or office management experience.
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Experience with office management software or digital record systems is an advantage.
Additional Requirements:
- Strong organisational discipline and reliability.
- Ability to work independently and meet deadlines.
- Professional attitude with strong customer service orientation.
Key Skills and Competencies:
Candidates should demonstrate the following abilities:
- Strong organisational and time-management skills
- Excellent written and verbal communication skills
- Attention to detail and accuracy
- Ability to multitask and prioritise tasks effectively
- Strong interpersonal and teamwork abilities
- Problem-solving and decision-making skills
- High level of professionalism and integrity
Preferred Attributes:
Candidates who possess the following qualities will be highly valued:
- Experience managing office procedures or administrative systems
- Strong report-writing and documentation skills
- Ability to handle confidential information responsibly
- Experience supporting senior management
- Strong character and moral ethics
Work Environment:
- Professional office environment
- May require occasional extended hours depending on operational needs.
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