Job Summary

• Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Essential Responsibilities
Administrative Duties:

• Manage and coordinate all travel arrangements for staff as directed by supervisor.
• Facilitate timely hotel or guest house booking and arrangement for visiting Staff
• Advocate and promote a healthy, creative and safe work environment.
• Ensure proper functioning of the office
• Responsible for dealing with day-to-day IT queries
• Coordinating submission of staff Time sheet
• Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
• Creates and revises systems and procedures by analyzing operating practices, record keeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Develops administrative assistant by providing information, educational opportunities, and experiential growth opportunities.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Verifying receipt of supplies.
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
• Overseeing the running of the Guest house and domestic Staff with the assistant of HR/Admin Assistant
• Contribute to team-wide communication and knowledge management and participate in organization wide events and discussions on related topics /projects
• Custodian and distributor of Field assets

Human Resource Duties:

• Ensure hire processes are in compliance with the formalities and registration required by local law.
• Overseeing Staff on-boarding processes.
• Coordinating submission of time-sheets
• Manages and updates staff data base.
• Track and Monitor Staff annual leave, sick leave and absences
• Manage employee relations
• Coordinate and facilitate employee exit process and archive all required documents.
• Track and monitor Expatriate’visa extensions
• Monitor proper use and functionality of office equipment by utilizing efficient tracking methods
• Uploading Staff details on Cost point
• Pay slip preparation and distribution
• Develops administrative assistant by providing information and growth opportunities, coaching and guiding
• Any other duties as assigned by supervisor.

Qualifications and Skills

• A Degree in Business Administration, Finance or any other related field
• 2 years cognate experience in an INGO setting is an added advantage.
• Administrative report writing, Organization and analytical skills
• Good knowledge of Microsoft office packages

Key Competencies:

• Strong communication skills: oral, written and presentation skills.
• Should be a team player and culturally sensitive.
• Demonstrated proficiency in computer applications such as word processing, spreadsheets, email and utilization of the internet
• Strong leadership, team building, conflict resolution and ability to deliver IMC’s strategic objectives.
• Extremely flexible, and have the ability to cope with stressful situations
• Reporting and writing skills, managing processes,
• Analytical and Problem Solving
• Inventory control
• Proficiency in Microsoft Office