The Administrative Support Officer will ensure the smooth functioning of the project's administrative and logistical operations. This role involves providing high-level support to the project team, maintaining accurate documentation, and facilitating effective communication among team members and external stakeholders.
Responsibilities
Manage daily office operations, including scheduling and logistical arrangements for meetings and events.
Organize and coordinate team meetings, preparing detailed agendas and recording accurate minutes.
Assist in operational functions, including HR, finance, and ICT tasks.
Maintain comprehensive project documentation, ensuring proper filing and easy retrieval.
Provide administrative support to the Principal Investigator, including scheduling and correspondence.
Support procurement processes by liaising with vendors and ensuring timely delivery of project supplies.
Assist in monitoring and tracking project budgets and preparing financial reports.
Coordinate travel arrangements for project staff, consultants, and stakeholders, including transportation and accommodation.
Serve as the primary point of contact for administrative inquiries, resolving issues promptly.
Monitor and manage office inventory, ensuring timely replenishment of supplies.
Ensure all project activities comply with organizational policies and procedures.
Manage correspondence, including drafting emails, handling phone calls, and maintaining mail records.
Support the planning and execution of workshops, training sessions, and other project events.
Assist with onboarding new team members, providing orientation and administrative support.
Qualifications
Bachelor's degree in Business Administration, Management, or a related field.
At least 7 years of experience in administrative roles, preferably in project settings.
Proficiency in Microsoft Office Suite and other relevant office management tools.