The Administrative Officer oversees the organization and execution of daily operations to maintain the seamless and effective functioning of the FCI office. This role entails ensuring the proper upkeep and functionality of office facilities and assets, as well as preparing and evaluating various administrative reports—including monthly fuel consumption and maintenance reports—and providing strategic recommendations to the Finance & Administration Manager based on those analyses.
Oversee a range of critical duties, including managing project timelines, coordinating cross-functional teams, and ensuring adherence to company policies and industry regulations. Conduct regular performance evaluations to assess team productivity and identify opportunities for professional growth, while fostering a collaborative work environment. Develop and implement strategic initiatives to optimize operational efficiency, reduce costs, and enhance overall quality. Prepare detailed reports on project progress, financial performance, and key metrics for senior leadership, ensuring transparency and accountability. Additionally, serve as a primary point of contact for stakeholders, addressing concerns, providing guidance, and maintaining strong professional relationships across all levels of the organization.
Overseeing various administrative duties to ensure smooth operational workflow, including managing schedules, coordinating meetings, and maintaining accurate records. Handling correspondence, both incoming and outgoing, with a focus on professionalism and efficiency. Organizing files and documents to facilitate easy retrieval and ensuring compliance with company policies and data protection regulations. Preparing reports, presentations, and other materials as required to support executive decision-making.
Promote seamless collaboration, mutual comprehension, and alignment between the team and administration to foster productive working relationships.
Develop and execute strategies to optimize the utilization of FCI resources, eliminate unnecessary expenditures, and uphold the highest standards of responsible management.
Oversee all building maintenance and repair activities for the office, coordinating necessary services as required, while ensuring the general cleanliness of the workspace is maintained.
Ensure accurate preparation and maintenance of courier documentation for both sent and received items, while overseeing all mail and mailing services with precision.
Maintain and verify that all essential safety and protection equipment, including fire extinguishers and first aid kits, are regularly serviced, readily accessible, properly stocked, and fully operational across the office premises.
Compile reports on office maintenance and utility expenses as required.
Engage in the acquisition of materials in accordance with FCI’s procurement guidelines, consistently ensuring compliance throughout the process; collect vendor quotations and invoices while overseeing the receipt of procured items to verify accuracy of quantities and pricing. When sole sourcing is required, secure the necessary authorization prior to finalizing any procurement. Additionally, manage the scheduling of office conference rooms to prevent overlapping reservations.
Organize and oversee logistics for workshops, meetings, and other events as required.
Oversee, assess, and manage team travel itineraries while providing assistance with the organization and coordination of logistical arrangements as required.
Asset management involves overseeing and optimizing a portfolio of investments to achieve predetermined financial objectives while managing risk and maximizing returns for clients or stakeholders. This role requires a keen analytical mindset, proficiency in financial modeling and valuation techniques, and a deep understanding of market trends and economic indicators. Additionally, the position demands strong communication skills to articulate investment strategies and performance to diverse audiences, including clients, executives, and regulatory bodies. Responsibilities include conducting thorough research on asset classes, monitoring portfolio performance, and implementing strategies to enhance value and mitigate risks.
Responsible for managing the optimal utilization of office machinery—such as generators, photocopiers, and related equipment—as well as overseeing maintenance agreements for these assets. Additionally, function as the designated steward of office supplies and consumables for the FCI Malaria team, fulfilling distribution requests submitted in written form.
Responsible for maintaining precise and up-to-date documentation of office equipment and supplies, ensuring accurate tracking of their distribution and usage.
Prepare and submit a comprehensive quarterly inventory report detailing all company assets to the F&A Manager.
Distribute the office supplies purchase request forms and coordinate with the Finance and Administration Manager to ensure the required supplies are restocked in a timely manner.
Review the Logistics Officer’s asset movement records and register to verify the thoroughness and accuracy of asset tracking documentation.
Oversee the administration, maintenance, and tracking of all company vehicles, ensuring compliance with regulatory standards, safety protocols, and operational efficiency. Manage vehicle assignments, records, and documentation to maintain accurate inventories and usage logs. Coordinate routine inspections, repairs, and servicing to uphold performance and minimize downtime. Implement fuel management strategies to optimize costs and monitor usage patterns. Ensure adherence to company policies, legal requirements, and environmental regulations governing vehicle operations.
Coordinate the on-site oversight of drivers assigned to ELF-SMEP locations by leveraging FCI’s performance management framework and established benchmarks.
Your responsibilities will include receiving and thoroughly reviewing all vehicle reports. Any issues must be promptly reported upon identification to ensure timely resolution.
Ensure comprehensive management and supervision of vehicle dispatch and allocation operations.
Responsibilities include examining log sheets and entering data into the designated tool, as well as compiling the monthly reports submitted by the driver.
Deliver ongoing training sessions to fleet management staff on the proper utilization of available tools.
Conduct monthly vehicle inspections to verify that all units remain in optimal working condition and that any concerns are accurately documented and promptly resolved. This proactive approach minimizes the risk of unexpected breakdowns and ensures that drivers report issues without delay.
Manages and optimizes the organization’s knowledge assets by ensuring accurate, accessible, and up-to-date information is available to support decision-making and operational efficiency. Develops and maintains knowledge-sharing systems, databases, and repositories to facilitate collaboration and innovation. Implements best practices for knowledge capture, storage, and retrieval to enhance productivity and reduce redundancy. Identifies gaps in existing knowledge resources and proposes improvements to align with business objectives. Collaborates with cross-functional teams to ensure knowledge management strategies are integrated across departments. Monitors usage metrics and feedback to continuously refine and enhance knowledge-sharing initiatives.
Review administrative policies to verify alignment with current operational conditions and propose enhancements to efficiency and internal control measures where relevant.
Maintain organized project files by implementing and upholding a streamlined, user-friendly document storage and retrieval system. Update and distribute the filing index routinely to ensure accuracy and accessibility. Secure all files in designated lockers, with access strictly limited to authorized department personnel.
Qualifications & Skills:
A bachelor’s degree in a relevant field, such as Computer Science, Engineering, or a related discipline, is essential. Proficiency in programming languages like Python, Java, or C++ is required, along with experience in software development methodologies and tools. Strong problem-solving abilities, analytical thinking, and a detail-oriented approach are highly valued. Excellent communication and teamwork skills are necessary to collaborate effectively with cross-functional teams. Familiarity with database management systems, cloud computing, and DevOps practices is a plus. Additionally, a proven track record of delivering high-quality software solutions is expected.
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 operations support capacities is required.
Demonstrates exceptional capability in organizing tasks efficiently and managing multiple responsibilities simultaneously with precision and adaptability.
Proficient in both written and oral communication, ensuring clarity and precision in all interactions.
Must possess strong organizational skills to manage office operations efficiently and maintain seamless daily workflows.
Requires strong working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Proven expertise in inventory and asset management is required.
Possesses a comprehensive understanding of procurement methodologies and strategic vendor management practices.
The role demands meticulous attention to detail and precise accuracy in record-keeping initiatives.
Proficient in developing and evaluating administrative reports to support organizational decision-making.
Skilled in organizing and overseeing logistics for meetings, workshops, and travel arrangements.
Proven capability in overseeing and managing a team of support personnel, including drivers, cleaners, and administrative assistants.
Possesses fundamental understanding of fleet and vehicle management practices, including maintenance tracking procedures.
Exceptional proficiency in analytical reasoning and strategic decision-making is essential.
Demonstrates strong self-motivation and adaptability while collaborating effectively with team members to achieve shared objectives.
Maintains the highest standards of integrity and ensures strict confidentiality in all professional interactions and responsibilities.
Demonstrates strong organizational capabilities and consistently delivers work in a timely manner while adhering to established deadlines.
Proficiency in health sector operations or NGO frameworks provides an additional benefit.
Proficiency in safety and compliance regulations, including familiarity with office safety equipment protocols, is required.
Proficient in organizing and overseeing filing systems and documentation, whether in physical or digital formats, with a strong emphasis on efficiency and accuracy.
Qualifications
BA/BSc/HND
Experience Required
3 years
