The Administrative Officer oversees the daily operations essential for maintaining the efficient and seamless functioning of the FCI office. This role encompasses ensuring the proper maintenance of the office building, managing assets to guarantee their optimal performance, and generating and evaluating key reports—such as monthly fuel consumption and maintenance reports—within the Administrative Department. Additionally, the Administrative Officer will provide strategic recommendations to the F&A Manager based on these analyses.
Oversee and execute a diverse range of critical tasks, ensuring alignment with organizational objectives and operational standards. Develop and implement strategic initiatives to enhance productivity, efficiency, and overall performance across assigned functions. Collaborate with cross-functional teams to streamline processes, resolve challenges, and drive continuous improvement. Monitor departmental progress, analyze key performance indicators, and provide data-driven insights to support informed decision-making. Maintain compliance with industry regulations, company policies, and quality assurance protocols. Foster a culture of accountability, transparency, and innovation while mentoring and developing team members to maximize their potential.
Oversee routine office operations, including managing correspondence, organizing files, and maintaining records with precision. Handle scheduling duties, such as coordinating meetings, appointments, and travel arrangements, while ensuring adherence to organizational protocols. Perform data entry and documentation tasks efficiently, verifying accuracy and confidentiality of all information processed. Assist in budget tracking and expense reporting, providing support to ensure financial processes run smoothly.
Foster seamless collaboration and transparent communication between the team and leadership to ensure alignment and mutual support.
Develop and execute strategies to optimize the allocation of FCI resources, reduce unnecessary expenditure, and uphold rigorous standards of accountability and resource management.
Directly oversee all building maintenance and repair activities for the office, coordinating and requesting services as necessary; additionally, ensure the general cleanliness of the office is consistently maintained.
Ensure the accurate completion of courier documentation for both dispatched and received items while overseeing mail and mailing service operations.
Ensure all required safety and protection equipment—including fire extinguishers and first aid kits—is regularly inspected, properly maintained, and readily accessible in fully functional condition across office facilities.
Craft detailed reports concerning office maintenance and utility expenses as required.
You will assist in the acquisition of materials according to FCI’s procurement manual, ensuring strict compliance throughout the process; obtain vendor quotations and invoices, and oversee the receipt of procured items to verify quantities and pricing accuracy. Prior to any procurement involving sole sourcing, secure the necessary authorization. Additionally, you will manage the scheduling of the office conference rooms to prevent conflicts in bookings.
Responsible for managing the scheduling and operational arrangements of workshops, meetings, and other events as required.
Coordinate, oversee, and track staff travel schedules while providing assistance with the planning and organization of logistics as necessary.
Oversee financial assets to optimize performance, ensuring efficient allocation and risk management. Conduct thorough research and analysis of investment opportunities, monitoring market trends and economic indicators to inform strategic decisions. Develop and maintain relationships with clients, providing expert advice on asset allocation, portfolio diversification, and long-term financial planning. Prepare detailed reports on asset performance, risk exposure, and investment outcomes. Stay abreast of regulatory changes, industry best practices, and emerging technologies to enhance operational efficiency and compliance.
Responsible for managing the optimal 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 custodian of office supplies and consumables for the FCI Malaria team, ensuring distribution aligns with submitted written requests.
Responsible for maintaining precise and up-to-date records and inventories of office equipment and supplies, encompassing their distribution and usage.
Prepare and submit a revised inventory report summarizing all asset holdings to the Financial & Accounting Manager on a quarterly basis.
Distribute the office supplies purchase request forms and coordinate with the Finance & Administration Manager to ensure timely replenishment of required supplies.
Evaluate the Logistics Officer’s asset movement records and the corresponding asset register to verify that all asset movements are documented accurately and comprehensively.
Oversee the maintenance, upkeep, and operational readiness of the automotive fleet. Ensure all vehicles adhere to safety regulations, performance standards, and company policies. Coordinate inspections, repairs, and servicing to minimize downtime and extend vehicle lifespan. Manage fuel consumption, log maintenance records, and track usage metrics to optimize efficiency. Collaborate with procurement teams to acquire new vehicles or replacement parts as needed. Maintain compliance with all legal and regulatory requirements governing fleet operations.
Coordinate the oversight of drivers assigned to the ELF-SMEP sites by utilizing FCI’s performance management system and established standards.
Upon receipt of vehicle reports, conduct a thorough review and promptly report any identified issues without delay.
Exercise comprehensive supervision over the dispatching and allocation of vehicles.
Responsibilities include auditing log sheets and ensuring accurate data entry into the designated tool, as well as compiling and verifying the monthly reports submitted by the driver.
Conduct periodic training sessions for staff within the fleet management division to ensure proficient utilization of the available tools.
Perform monthly vehicle inspections to verify that all units are in optimal condition and that any issues are promptly reported and resolved, thereby preventing breakdowns and ensuring timely driver notifications.
Knowledge Management involves the systematic organization, storage, and dissemination of an organization’s intellectual assets to enhance efficiency and foster innovation. This role requires proficiency in information systems, data analysis, and content curation, along with a strong understanding of best practices in knowledge sharing. Responsibilities include developing and maintaining knowledge bases, implementing searchable repositories, and ensuring accessibility for all stakeholders. Additionally, the position demands expertise in digital tools and platforms designed to streamline knowledge retention and retrieval while promoting a culture of continuous learning within the organization.
Review administrative policies to verify alignment with current operational conditions and identify opportunities for enhancing efficiency and internal controls where appropriate.
Maintain organized project files by storing documents in a clear and accessible system, ensuring all materials are easy to locate and comprehend. Regularly update and distribute the filing list to keep records current. Secure all files in locked storage units, with access granted solely to authorized department personnel.
Qualifications & Skills:
Candidates should possess a bachelor’s degree in a relevant field such as engineering, computer science, or business administration. A minimum of three years of experience in a similar role is required, with a proven track record in project management and team leadership. Strong analytical and problem-solving abilities are essential, along with excellent communication and interpersonal skills. Proficiency in industry-specific software and tools, such as CAD or ERP systems, is highly desirable. Additionally, candidates must demonstrate a commitment to continuous learning and professional development to stay abreast of technological advancements and best practices.
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.
Proven capability to manage multiple tasks efficiently while maintaining meticulous organization.
Proficient in both written and oral communication, with a demonstrated ability to convey ideas clearly and effectively.
Demonstrated skill in managing office functions and maintaining seamless day-to-day operations is essential.
Requires strong working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Proven track record in overseeing inventory control and asset administration is required.
Required is familiarity with procurement methodologies and supplier relationship oversight.
Proven ability to maintain meticulous records with a keen eye for precision and detail.
Proficient in the preparation and evaluation of administrative reports.
With a strong background in organizing logistics for meetings, workshops, and travel arrangements, you bring a wealth of experience in ensuring smooth and efficient coordination. Your expertise lies in meticulously planning and executing logistical details to support seamless event execution and travel arrangements.
Proven capability in managing and overseeing support personnel, including drivers, cleaners, and assistants, to ensure optimal performance and adherence to organizational standards.
Proficient in fleet/vehicle management and maintenance tracking systems.
Possesses exceptional aptitude for analyzing complex situations and arriving at well-reasoned, effective solutions with minimal delay. Demonstrates keen judgment and the ability to make decisive choices under pressure while maintaining focus on achieving optimal outcomes.
Capable of functioning autonomously while also collaborating effectively within group settings.
Demonstrates uncompromising integrity and a steadfast commitment to safeguarding confidential information.
Effective time management skills and a proven ability to consistently meet established deadlines are essential for this role.
Proficiency in health sector operations or NGO frameworks would be considered a valuable asset for this role.
Proficient in safety and compliance regulations, including familiarity with office safety equipment protocols.
Proficient in organizing and maintaining both physical and digital filing systems and documentation with precision and efficiency.
Qualifications
BA/BSc/HND
Experience Required
3 years
