Administrative Officer

Role Overview

The Administrative Officer is responsible for providing administrative support across the entire operations of the executive office. While working  with the EOM and PA/EA to the Executive Principals in ensuring the efficient and seamless running of the department.

STRATEGIC RESPONSIBILITIES:

•Prepare draft communiques, reports, letters, memos, invitations, and all other correspondence as required in a timely, accurate, and efficient manner

•Coordinate and supervise the circulation of correspondence, both digitally and in physical forms

•Prepare meeting documents pre, during, and post scheduled meetings as required, ensuring all relevant information are circulate promptly and as required

•Screen calls, emails, invitations, requests, and address as appropriate and escalate when required

•Effectively track and keep logs of all incoming inquiries, requests, complaints, and actions as appropriate

Service Operations

•Maintain an accurate and up-to-date calendar of all upcoming church events, programs, and projects, as well as personalized events such as birthdays, weddings, anniversaries, etc., and track accordingly to ensure they are announced as reviewed and approved by the EOM

•Collate shortlisted and recommended testimonies received from relevant departments, both in print and emails, for EOM’s review and print out for MSP’s use upon approval

•Receive and verify all necessary information for timesheet preparation and forward to relevant parties for feedback and approval before sending out final copies and printing.

•Provide all necessary support in the preparation of timesheets for Sunday services and ensure they are duly reviewed and approved by the EOM and respective stakeholders for the MSP’s use

•Compliance with EO’s Special events and service processes and procedures

•Provide all necessary support as directed by the EOM and Executive Principals across all service operations

Stakeholders and Hospitality Management

•Supervise and ensure cleanliness, excellent hygienic condition and a pleasant ambience of the Executive Office Suites for the Principals, their guests, and affiliates

•Confirm guest list and prepare draft invitation letters for all MSP’s and CPs’ events upon EOM’s review and approval

•Process attendance and log sheets of all confirmed guests for all events as directed

•Generate birthday gift recommendations and process procurement upon approval

•Track and maintain an accurate and up-to-date calendar of Branch Pastor’s birthdays and communicate reminders to EOM, MSP, and CP; process all other special greetings notifications as appropriate

•Coordinate and supervise effective distribution of gift items in line with EO protocols

•Effectively collaborate with respective stakeholders in coordination with all stakeholders and the hospitality management function

Travel and Calendar Management

•Ensure all approved events are adequately documented in the appropriate calendars

•Update calendars and ensure scheduling conflicts are promptly reported and adequately managed to avoid missed invitations

•Ensure adequate reminders and notifications are sent out ahead of scheduled meetings

•Effective Diary/Calendar Management, communicate monthly and weekly previews of the calendar for planning purposes

•Coordinate with volunteers and all other assigned stakeholders in the management of logistics and transportation for MSP and CP

Production Management

•Ensure adequate communication of scheduled recording to respective departments and stakeholders upon receipt of notification

•Ensure all planning arrangements are appropriately organized to ensure a seamless recording process and that all participating departments and stakeholders are duly notified

•Support the EOM in the preparation of the draft speech or any other relevant document required to facilitate the production process; implement feedback and corrections, and circulate the approved final document

•Conduct initial review of submitted recording, images, designs, etc., before forwarding to the EOM for further review; communicate all recommended changes accurately and promptly to the respective department

Fleet management and facility

•Coordinate with drivers and other stakeholders in tracking due dates for routine and scheduled maintenance of EO’s fleet

•Coordinate with relevant stakeholders to ensure renewal of all relevant vehicle documents promptly

•Ensure logs of journeys, trips, and mileage are adequately documented and tracked 31. Flag anomalies and ensure timely repairs and rectification of identified issues

•Maintain an accurate record of all EO’s Assets and devices, and maintain records of assignment; timely reporting of loss, incidence or matters upon notification

Inventory and Purchasing

•Accurate and timely processing of all purchasing requests from the MSP, CP, and other designated officials

•Compliance with EO’s protocol on vendor selection, approved items, payment process, and item selection

•Maintenance and Tracking of EO inventory to avoid stockouts and ensuring time replenishment of essentials and consumables

Filing, Archiving, and Backup

•Maintain accurate and up-to-date recording of all relevant information and databases

•Maintain an accurate and up-to-date filing system of all physical records

•Ensure all EO-generated project files, including raw footage, audio files, and project documents, are properly archived and backed up for future use.

•Maintain an archive of footage, images, sounds, templates, etc., relevant to the EO’s function All other activities as assigned by the MSP, CP, EOM, and other senior executives.

Key Performance Indicators

✔️100% compliance with EO’s processes, procedures, and policies across the board

✔️100% accuracy and timeliness in the delivery of all assigned tasks and deliverables

✔️100% compliance with HOTR’s calendar in events planning and coordination, and delivery of all related functions and tasks

✔️Zero errors in the production of all communications and correspondences

✔️Attain zero unreported scheduling conflicts and missed events, programs, or services

✔️Zero errors in scheduling, travel management, and provision of support services

✔️Accurate and timely update of all logbooks, databases, records, files, and all appropriate schedules

✔️Send reports of enquiries and requests to the appropriate authority within hours of receipt

✔️Achieve 48 hours turnaround time in responding to all enquiries, request and letters

✔️Achieve 5 days turnaround time for the settlement of all invoices and bills

✔️Achieve a 7-day turnaround time for accounting of all monies disbursed and utilized

Qualifications and Experience

• Minimum of a University Degree in any Business or Management-related course

• Membership of the Institute of Chartered Secretaries & Administrators

• Certification in Project Management with demonstrated experience in project management methodologies, techniques, and tools

• Minimum of 5 years’ experience in an administrative role, both in support and supervisory capacities across the entire administrative suite

• Demonstrated proficiency in using virtual assistance tools and exposure to planning both international and local flights

• Expertise in the management of large volume records and databases, and the ability to use relevant tools

• Researching, Reporting and Data analytics Skills and ability to use relevant tools

• Strong Business Communication Skills – Written and Verbal; demonstrated presentation skills

• Proven track record of strong performance against assigned deliverables

WORK DAYS: Onsite 5 days a week

BENEFITS: HMO, Tax, and Pension

✔️Applicants Benefits

salary

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✔️Skills Required

Apply Here:  http://bit.ly/3SYMGQw