Graduate Trainee Admin/ Logistics at Reliable Steel & Plastic Ind. Ltd.

Graduate Trainee Admin / Logistics

• Provide administrative support to the country Director/Acting Country Director in matters relating to organizing events, follow up of requests, print out contracts and documents for signature, delivery of messages, etc.
• Ensure staff mobile phones are credited on a monthly basis. Bills are cleared on a timely basis through proper process and documentation.
• Facilitate hotel and guesthouse bookings for OXFAM staff, partners and visitors via proper and transparent processes, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.
• Process domestic and international flights bookings and ticket issuance for staff, partners and Oxfam’s guests. Ensure the process is done through approved documentation following Oxfam procurement and administrative guidelines and policies.
• Ensure Accommodation & hall reservations for events and other purposes are properly organized and managed as requested.
• Ensure airport drop off/pick up and visitors office commute is organized in accordance with Oxfam procedures.
• Prepare payment requests as instructed.
• Maintain an efficient filing system of payment packs and other documents if needed.
• Maintain filing system as per Oxfam’s guidelines.
• Request for the replenishment of office consumables and ensure no stockouts.
• As assigned, covers the reception desk and attends to requests in a courteous manner.
• As assigned, receives, issue and records incoming and outgoing assets in transit stores.
• Receives and record invoices sent to Oxfam and deliver them to their designated staff member/s.
• Take responsibility for monitoring cleaning and organizing the kitchen and ensure the office as a whole is cleaned on a daily basis throughout the working days.
• Advises line supervisor on issues related to contracted suppliers and services providers related to admin works.

Event and Hospitality Management

• Provides event management assistance during internal or external meetings.
• Prepares beverages for office staff, visitors and meetings throughout the workday. As necessary, requests and purchases snacks for staff meetings and visitors.
• Replenishes kitchen consumables at the beginning of each workday and maintain consumption records.
• As assigned, performs other tasks which are consistent with this in the organization.

Office Maintenance and Renovations:

• Monitors outsourced contractors (cleaning company, gardener, flight booking, hotels, etc).
• Ensures office is equipped with adequate cleaning materials and consumables.
• Ensures appropriate electrical appliance usage to avoid hazardous acts and report non-compliance to line manager.
• Ensures that communal area and gardens are well maintained.
• Identifies and reports possible office furniture and fitting repairs. Ensure all office defects are reported and addressed immediately.

Reports management:

• Maintain logistics and admin files in an organized, accurate and up to date manner.
• Line manage, monitor and guide the work of outsourced contracted service providers.
• Produce weekly movement tracker on box and share the link with the management.
• Produce admin monthly reports as well as procurement tracker for flight tickets, hotel accommodation, catering services, etc.
• Update Oxfam contact list as required in collaboration with HR.
• Comply with all relevant Oxfam policies and procedures with respect to the code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Work in close collaboration with the finance and HR departments to ensure effective operations and strong team spirit
• Carry out any other tasks required by the line manager

Self-Development

• Develop self, and maintain knowledge of Oxfam administrative systems and processes.

Person Specifications

Education:

• A minimum of  Bachelor degree or HND in Social Science,

Experience:

• Minimum two (2) years’ work experience with at least One (1) year spent in a similar role is essential
• Experience in Administration and office management

Skills & Abilities

• Fluency in written and spoken English
• Strong organisation and prioritisation skills