Administrative Officer

The role

PRINCIPAL RESPONSIBILITIES: Reporting to the Manager, Human Resources & Administration, the Administrative Officer will be responsible for the direct supervision of Administrative Assistants and the functional oversight and coordination of other clerical and secretarial personnel across the Company, including assigning and monitoring work, providing guidance, addressing routine operational issues, and ensuring that corporate administrative services are delivered efficiently and consistently. The successful candidate will be expected to: - Directly supervise Administrative Assistants, including assigning and monitoring work, providing guidance, assessing performance, and ensuring the timely and effective completion of assignments - Provide functional oversight and coordination of other clerical and secretarial personnel across the Company, promoting consistent administrative procedures, standards and practices in consultation with the respective Department Heads and supervisors - Coordinate the Company’s Electronic Document Management System (EDMS) and support effective document control and records management - Monitor records management practices, document registers, indexing, retrieval, version control and archiving - Coordinate administrative support for meetings, correspondence, reports and general office operations - Coordinate staff-house inventory and readiness arrangements - Monitor selected administrative service contracts and follow up on service delivery - Prepare administrative and records management reports, and recommend improvements to systems and processes QUALIFICATIONS AND EXPERIENCE: - A Bachelor’s Degree in Business Administration, Management Studies, Public Administration, Office Administration, Records Management or a related discipline - At least five (5) years’ experience in administration, office management, records management, document management or corporative administrative support KNOWLEDGE, SKILLS AND ABILITIES: - Experience supervising administrative, clerical or secretarial staff - Strong supervisory, organisational, coordination or problem-solving skills - Excellent attention to detail and the ability to maintain accurate records and reports - Good written and oral communication skills - Sound judgement, discretion and the ability to identify matters requiring escalation - Proficiency in Microsoft Office and electronic records systems