Administrative Officer

Duties and Responsibilities   Coordinating between departments and operating units in resolving day-to-day administrative and operational problems Working closely with various departments, increasingly in a consultancy role, assisting line managers to understand and implement policies and procedures Liaising with a wide range of people involved in policy areas such as staff performance, health and safety and system approach Assisting with all aspects of administrative management, directory maintenance, equipment inventory and storage Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, budgetary and personnel requirements Prepare purchase orders and GRN send copies to suppliers and to departments originating requests Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers and prepare summary bid analysis, Manage the procurement cycle from A to Z Prepare, maintain, and review purchasing files, reports and price lists Calculate costs of orders, and charge or forward invoices to appropriate accounts, Approve bills for payment Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes Record, monitor and report expenses Assist in the Preparation of the project budget and managing the line items accordingly Promoting equality and diversity as part of the culture of the organization Recruiting staff - this includes developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates Analyzing training needs in conjunction with departmental managers Preparing and organizing events and trainings Data Management and analysis, working closely in coordination with the M&D manager Restrict and maintain confidentiality Perform additional duties as assigned by the Director   Requirements and Qualifications Excellent written and verbal communication skills Excellent time management skills; able to prioritize Motivated to take on additional projects and solve problems Highly organized in a fast-paced environment with multiple tasks and projects at hand Able to manage large amounts of files, tasks, schedules, and information Self-directed and able to work without supervision Energetic and eager to tackle new projects and ideas Comfortable in both a leadership and team-player role, manages team members, Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field Willingness to learn and to grow with the NGO Proficient computer skills, including Microsoft Office (Word, PowerPoint, and Excel)