Admin Officer

Job Purpose

To manage and execute administrative support activities associated with the office, and to guarantee the excellence of administrative services provided to IhsanRD staff.

Key Responsibilities

• Responsible for the review and renewal of office contracts and follow-up payments.
• Responsible for the maintenance of IhsanRD’s facilities and office equipment, with a permanent follow-up of all maintenance requests submitted by staff.
• Introduce IhsanRD administrative services to all newly recruited.
• Check the validity of the first aid kit, fire extinguishers, and/or other safety equipment in coordination with IhsanRD safety and health procedures.
• Follow up with office boys/ janitors to maintain the daily cleaning schedule of all internal areas of the IhsanRD office.
• Prepare the general purchase orders of the organization.
• Supervision of travel arrangements (Car, Hotel booking, and Flight bookings), ensuring that all travel documentation has been prepared, including the per diem as required for staff and IhsanRD visitors.
• Prepares daily schedules for IhsanRD drivers and follows up with them to ensure the plan is executed as planned.
• Prepare monthly reports on drivers’ expenses and movements.
• Follow up on maintenance requests and regular check-ups with drivers

Note: the above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart.

Qualification (Education/Work Experience)

• A bachelor’s degree in related fields.
• Two years of professional experience in administration or related fields.
• Good level in the English language.

Core & Managerial Competencies

Core Competencies:

• Communication
• Teamwork
• Planning and organizing
• Accountability
• Creativity
• Stakeholder orientation
• Commitment to continuous learning
• Technological Awareness.

Managerial Competencies:

• Leadership
• Building trust
• Vision
• Managing performance
• Empowering others
• Judgment/decision-making.

Technical Competencies:

• Computer skills (Microsoft Office, Excel, Outlook email, and internet).
• Experience in working with NGOs.
• Logistics and procurement software.