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Job Purpose: The Admin Officer is responsible for taking care of activities related Administration Department Core office.

Main Responsibilities:

  1. EVENT MANAGEMENT

a)   Ensures that all Core Office Event Management requirements are fulfilled.

b)   Responsible to make Hotel reservations for all events according to the requirement of focal person and availability of budget

c)   Supervise and coordinate all Core activities related to event management and ensure timely delivery in this regard

d)   Coordination with concern unit/ department for the workshops, trainings, seminars, exhibitions, dialogues and internal pre-announced meetings in connection with, Venue coordination, meal arrangements, accommodation arrangement, training hall set up Arrangements, Internal Coordination

 INVENTORY AND MAINTENANCE

a)   Get record of fixed assets (with prices and date of purchase) for calculation of premium & then get the fixed assets insured.

b)   Updating the fixed assets record and responsible for physical check of fixed assets.

c)   Coordinate with all regions that fix asset register should be maintain on quarterly basis.

d)   Ensures that daily check of "building maintenance checklist", inspection of building according to schedule, preparation of check list and ensure that work has been done

e)   Monitor the cleanliness of the office and supervise the duties of the cleaners and the office guards.

 LOGISTICS

a)   Supervise and coordinate all activities related to logistics, ensure timely delivery in this regard

b)   Ensures that the Purchase orders are made according to the requirements and proper hard and soft copies are maintained for record.

c)   Ensures that all supporting documents related to Logistics are available in order to process the bills as required by quality management system.

d)   Ensures that all invoices/ bills are timely processed hence receiving of Bills from vendors, keep records of bills received, complete the required documents, for payments.

e)   Revise/develop and implement Standard Operating Procedures for logistics related procedure and policies.

f)    Ensures that all HF vehicles maintenance and logbooks are maintain on daily basis.

g)   Maintain fleet management on daily basis and preparation of fuel statements of all HF vehicles as per fleet limit on monthly basis

h)   Ensure that timely arrangements are made for staff travel, boarding and lodging and facilitate visa acquisition for official visits of staff outside the country.

i)    Preparation of annual/half yearly work plans and departmental budget in consultation with the Line Manager and other colleagues.

j)    Monitor progress over the work plan and financial plans in accordance with annual planned targets and advise management for corrective actions in case of deviation from the original plan.

Perform any other responsibility assigned by the Supervisor.