Key duties & responsibilities
- Ensure there are sufficient office supplies to enable a conducive and effective workspace for the foundation staff.
- Maintain the general office filing system.
- Manage the logistics calendar (drivers/third party driving service).
- Liaise with Program EA to facilitate internal communication within the Country Office.
- Participate as a member in the Joint Health, Safety and Wellness Committee and ensure the Country Office meets government regulations on matters health, safety, and environmental standards.
- Support the Facilities Manager in the delivery of all facilities management services in line with agreed service level agreements with suppliers ensuring we have consistent service.
- With the support of the Facilities Manager, support in conducting workplace inspections and audits and ensure all findings are documented, owned and completed as required.
- Proactively report or log any observations, service issues or failures into the facilities helpdesk system as and when required so as to provide proactive service to staff.
- Ensure effective financial management through adhering to company purchasing procedures.
- Working with the Facilities Manager to ensure that the space planning data base is updated and maintained on a regular basis.
- Participate in Control reviews and ensure that all non-conformances and opportunities for improvement are brought to the attention of the Facilities Manager.
- Prepare purchase orders, review and process invoices as per the laid down guidelines.
- Support onsite supervision and coordinating work of contractors and suppliers.
- Provide assistance in the onboarding process by ensuring new hire workstations, business cards and other facilities requirements are set up.
- Conduct supplier performance review as per the schedule.
- Handle emergency calls related to the office and coordinate resolution accordingly.
- Provide assistance with special projects when required.
- Provide assistance to other administrative staff when required.
Academic and Professional Qualifications
- Bachelor’s degree or Higher Diploma in Business related field or any related field
- Facilities Management experience is an added advantage
Experience
- Minimum 2-3 years of experience in an Office Administrative role in a fast-paced environment. Local experience preferred.
Competencies
- Excellent communication skills in English; written and spoken
- Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
- Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
- Strong communication skills in English; written and spoken, and ability to communicate in local language specific to your country
- Flexible, adaptable, and able to execute a range of job duties and changing priorities.
- Possess excellent communication skills with the ability to articulate information to a variety of constituents across cultures.
- Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.
APPLY USING THE LINK BELOW:
Office Coordinator at Stratostaff
