The Administrative Officer oversees the organization and execution of daily operations to support the seamless and effective functioning of the FCI office. This role entails maintaining the office infrastructure, ensuring assets remain in optimal working condition, compiling and evaluating departmental reports—such as monthly fuel consumption and maintenance logs—and providing well-researched recommendations to the F&A Manager.
Oversee a diverse range of critical duties, including guiding and mentoring team members to ensure optimal performance and professional growth. Collaborate closely with cross-functional departments to align objectives and streamline operational workflows. Develop and implement strategic initiatives aimed at enhancing productivity, efficiency, and overall team effectiveness. Serve as a primary liaison to senior leadership, providing clear, data-driven insights to inform high-level decision-making. Monitor key performance indicators (KPIs) and implement corrective actions to address gaps and drive continuous improvement. Foster a culture of accountability, collaboration, and innovation while ensuring adherence to company policies and industry regulations. Manage project timelines, allocate resources effectively, and resolve escalated issues to maintain seamless operations.
Efficiently manage and perform a variety of administrative duties to ensure smooth office operations, including organizing schedules, coordinating meetings, maintaining records, handling correspondence, and supporting staff with logistical needs.
The successful candidate will foster seamless collaboration and communication between the team and administrative leadership, ensuring alignment and mutual understanding in all operations.
Develop and execute strategies to maximize the effective allocation of FCI resources, reduce unnecessary expenditures, and uphold the highest standards of accountability and resource management.
Oversee the upkeep and repair of office facilities and arrange for necessary maintenance services; additionally, ensure the overall cleanliness of the workspace is maintained.
Ensure accurate preparation and maintenance of courier documentation for both dispatched and received items while overseeing all mail and mailing service operations.
Maintain the office premises by ensuring that all necessary protection and safety equipment—including fire extinguishers and first aid kits—are regularly serviced, readily accessible, properly stocked, and fully operational at all times.
Compile and produce necessary documentation regarding office maintenance and utility expenditures as required.
Engage in the procurement of materials as instructed, consistently complying with FCI’s procurement manual; collect quotations and invoices from vendors and oversee the receipt of procured items by verifying their quantities and prices. In cases requiring sole sourcing, secure the necessary authorization prior to initiating any procurement activities. Additionally, manage the scheduling of office conference rooms to prevent overlapping reservations.
Organize and manage the logistical arrangements for workshops, meetings, and other events as required.
Coordinate, oversee, and supervise staff travel itineraries while providing assistance in organizing and managing logistical requirements as necessary.
Responsible for overseeing and optimizing a portfolio of assets to ensure their performance aligns with organizational objectives, asset management plays a pivotal role in driving financial growth and operational efficiency. This position involves conducting thorough evaluations of asset conditions, implementing strategic improvements, and maintaining compliance with regulatory standards. Additionally, the role requires collaboration with cross-functional teams to identify opportunities for cost reduction, risk mitigation, and value enhancement. Proficiency in financial analysis, data interpretation, and asset tracking systems is essential, as is the ability to develop and execute long-term asset management plans that support sustainable business practices.
Responsible for managing and optimizing the utilization of office equipment such as generators, photocopiers, and telecommunications devices, as well as overseeing maintenance agreements for these assets. Additionally, serves as the designated steward of office supplies and consumables for the FCI Malaria team, ensuring their distribution aligns with approved written requests.
Oversee the meticulous organization and maintenance of precise records and inventory pertaining to office equipment and supplies, ensuring comprehensive tracking of their distribution and utilization.
Please submit a revised inventory report covering all assets to the F&A Manager on a quarterly basis.
Distribute the office supplies purchase request forms and coordinate with the Finance & Accounting Manager to ensure the required supplies are replenished in a timely manner.
Evaluate the assets’ movement records alongside the assets register overseen by the Logistics Officer to confirm that all asset movement records are properly documented and maintained.
Oversee the comprehensive management of the vehicle fleet, ensuring optimal utilization, maintenance, and compliance with all regulatory standards. Implement and enforce policies for vehicle acquisition, assignment, and retirement to maintain efficiency and cost-effectiveness. Conduct regular audits and inspections to verify proper usage, safety protocols, and adherence to company policies. Track fuel consumption, service records, and repair histories to identify trends and opportunities for improvement. Coordinate with external vendors for maintenance, repairs, and procurement to minimize downtime and operational disruptions.
Coordinate direct oversight of the driver assigned to the ELF-SMEP sites by applying FCI’s performance management system and established standards.
Receive and assess all vehicle reports promptly. Notify appropriate personnel without delay upon detecting any issues.
Offer comprehensive supervision of vehicle dispatch operations and resource allocation to ensure efficient and effective fleet management.
Responsibilities include examining log sheets and entering data into the designated tool, as well as compiling monthly reports based on driver submissions.
Conduct routine training sessions for staff in the fleet management unit on the proper utilization of available tools.
Conduct monthly assessments of all vehicles to confirm they remain in optimal condition, ensuring that any existing or potential issues are promptly identified, documented, and resolved. This proactive approach minimizes the risk of unexpected breakdowns while fostering timely reporting of vehicle concerns by drivers.
Knowledge Management involves the systematic collection, organization, storage, retrieval, and dissemination of an organization’s intellectual assets to enhance efficiency, innovation, and decision-making. This role requires a keen ability to identify critical knowledge gaps, develop structured frameworks for capturing and sharing information, and implement technology solutions that facilitate seamless access to relevant data. Responsibilities include maintaining knowledge repositories, ensuring content accuracy and relevance, and fostering a culture of continuous learning and collaboration across teams. Strong analytical skills, proficiency in information management tools, and a commitment to improving organizational knowledge flow are essential.
Assess administrative policies to verify alignment with prevailing operational standards and propose enhancements to optimize efficiency and strengthen internal control mechanisms as needed.
Maintain organized project files by implementing and upholding a clear, accessible filing system, ensuring all documents are stored in a structured and easily retrievable manner. Regularly review and distribute updated filing lists to keep stakeholders informed of document locations and changes. Store all files exclusively in secured lockers, with access granted only to authorized department personnel to maintain confidentiality and security.
Qualifications and Skills:
Bachelor’s degree in Computer Science, Engineering, or a related field is required. A minimum of five years of professional experience in software development is essential, with expertise in full-stack development, including front-end and back-end technologies. Proficiency in programming languages such as Java, Python, or JavaScript is mandatory, along with familiarity with frameworks like React, Angular, or Node.js. Strong problem-solving abilities, excellent communication skills, and the capacity to work collaboratively in a team environment are equally important. Knowledge of cloud platforms (e.g., AWS, Azure) and DevOps practices is a valuable asset.
A bachelor’s degree in Business Administration, Public Administration, Management, or a closely related discipline is required.
A minimum of three years of professional experience in administrative or operational support positions is required.
Exceptional capability to manage multiple tasks efficiently while maintaining meticulous organization and prioritization throughout all responsibilities.
Commensurate proficiency in both written and verbal communication is essential.
Capable of organizing office functions and maintaining seamless day-to-day operations.
Demonstrated expertise in utilizing the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, is required.
Possesses a proven track record in overseeing inventory and asset management operations, ensuring accurate tracking, efficient utilization, and optimal maintenance of organizational resources. Demonstrates expertise in implementing systematic controls and processes to safeguard assets, minimize discrepancies, and enhance overall operational efficiency.
Expertise in procurement methodologies and the strategic oversight of vendor relationships is required.
Maintaining meticulous attention to detail and ensuring the precision of all records are essential responsibilities.
Proficiency in compiling and evaluating administrative reports is essential.
Skilled in organizing and managing logistics for meetings, workshops, and travel arrangements.
Capable of overseeing a team of support personnel, including drivers, cleaners, and assistants.
Proven familiarity with fleet/vehicle management systems and maintenance tracking procedures is required.
Possesses exceptional aptitude for analyzing complex situations and making well-informed decisions with efficiency. Demonstrates robust analytical capabilities to identify issues promptly and implement effective solutions.
Demonstrates strong self-motivation and collaborative capabilities, thriving both in autonomous settings and team-based projects.
Maintains the highest standards of integrity and ensures the strict confidentiality of sensitive information.
Demonstrates strong organizational capabilities and a consistent capacity to deliver work within established timeframes and deadline constraints.
Proficiency in health sector operations or NGO work presents a valuable asset.
Proficiency in safety and compliance standards, including familiarity with office safety equipment, is required.
Proficient in organizing and maintaining both physical and digital filing systems and documentation with a high degree of efficiency.
Qualifications
BA/BSc/HND
Experience Required
3 years
