Administrative Officer

1. The major role of the Administrative Officer will be to establish strong coordination and linkages amongst all the major stakeholders and the staff. The specific responsibilities of the Administrative Officer will include the following:

• Prepare regular reports on expenses and office budgets
• Participate in proposal writings
• Maintain and update organization databases
• Organize a filing system for important documents
• Ensure a smooth coordination between the project team and the trainers
• Schedule training visits and sessions with external / internal trainers
• Maintain and update the training calendar
• Book meeting rooms as required
• Distribute and store correspondence (e.g. letters, emails and packages)
• Prepare reports and presentations with statistical data, as assigned
• Provide additional support to Project Management Unit as required
• Manage office supplies and place orders

2. Competencies

Corporate Competencies:

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Treats all people fairly without favouritism

3. Functional Competencies:

• Knowledge Management and Learning
• Shares knowledge and experience
• Encourages office staff to share knowledge and contribute to FTL practice areas
• Develops substantive knowledge of one or more Practice Areas
• Promotes a learning environment in the office
• Provides helpful feedback and advice to others in the office
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

4. Leadership and Self-Management

• Focuses on result and impact for the beneficiaries
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Remains calm, in control and good humoured even under pressure
• Demonstrates openness to change and ability to manage complexities
• Responds positively to critical feedback and differing points of view
• Solicits feedback from staff about the impact of his/her own behaviour
• Attention to detail