Admin OfficerOceanic Health Management

Responsibilities
Fleet Management:

• Scheduling regular maintenance on all vehicles
• Ordering urgent or emergency repairs as needed
• Establishing efficient routes and transportation schedules for managers
• Supervising the activities of Drivers
• Managing vehicle licensure and registration
• Ensuring all fleet members have proper licensure and up-to-date training
• Monitoring Drivers to ensure adherence to schedules and proper driving practices
• Providing reports to management on budgeting, schedules, maintenance, and fleet progress
• Developing methods to decrease cost and improve efficiency

Office Administration:

• Maintain the central filing system, general database, and archive
• Organize a filing system for important and confidential company documents
• Ensuring the confidentiality and security of files and filing systems
• Maintenance of boardroom and booking for meetings
• Maintaining copy equipment, fax machines, printers, or other equipment necessary
• Hiring maintenance vendors to repair or replace damaged office equipment.
• Undertake and assist in the recording and processing of invoices, receipts and payments as required and instructed
• Administer the petty cash system and ensure appropriate record keeping
• Provides administrative support for matters relating to the premises and operations including security, alarms, opening, insurance, and transport
• Coordinates, monitors and directs the acquisition, allocation and use of equipment, supplies, telecommunication systems, office and facility space.
• Supervision of Janitorial services and cleaners’ activities

Managing Supplies:

• Manage office supplies stock and place orders
• Arrange supplies to ensure smooth running of the organization on a day to day and as required basis
• Review contracts for suppliers as advised
• Consults, researches, negotiates, and monitors contracts and agreements with external suppliers, service providers, leasing agents and others

Mails:

• Receive incoming mails and documents
• Opening, sorting, storing, and distributing correspondence (e.g. letters, emails, and packages) across regional offices
• Preparing outgoing mails for courier or dispatch

Compliance to Administrative Regulations:

• Identification of legal requirements and government regulations that affect admin.
• Ensure organization follows legal requirements.
• Update policies and procedures and educate managers regarding compliance accordingly.

Report:

• Prepare reports and presentations with statistical data, as assigned
• Prepare regular reports on expenses and office budgets
• Admin. ensures report on the day-to-day activities to HOD.
• Ensures weekly departmental report to HOD/QBR

Others

• And any other tasks assigned by Head HR/Admin.
• Attends to official errands as assigned

Requirements

• Minimum of B.Sc/HND in Social Sciences or related field.
• Preferable with at least 2 to 3 years’ experience in admin is a plus.
• Proficient in Microsoft Office Applications including outlook.
• Confident, enthusiastic,
• Strong verbal land written communication skills are required
• Pleasant disposition with excellent interpersonal skills