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Office Administrator Job Vacancy

Saturday, January 22, 2011

Job Title: Office Administrator

Reports to: Finance Director

Main Responsibilities

Office Administrator
• Ensure the smooth running of the office at all times.
• Ensure all office equipments and installations are maintained in good working order.
• Plan, Coordinate and supervise all office errands including liaising with the courier service provider.
• Coordinate with the accountant to ensure all suppliers, contractors, service providers, utilities etc, are paid in a timely manner.
• Maintain a schedule of all insurance covers taken by the company and ensure they are renewed in good time.
• Monitor and ensure the renewal of all licences, permits and subscriptions.
• Procurement and Supplier management.
• Monitor and control the use of office supplies and equipments and maintain appropriate records of the same.
• Plan and Coordinate office activities and schedules.
• Control and account for petty cash including controlling the office running budget.
• Responsible for circulating information throughout the organization.
• Support management and other staff in the day to day activities as requested.
• Maintaining office cleanliness and hygiene.
• Supervising clerical and support staff.
• Develop and recommend office procedures and systems and supervise their implementation.
• Independently respond to letters and general correspondence of a routine nature.
• Organizing and supervising office repair and maintenance work.
• Hold brief for the accountant and administrative secretary as assigned or when on leave.
• Suggest areas for improvement in internal processes along with possible solutions.
• Perform other related duties as required.

Other Responsibilities
• Help develop a personnel management policies and procedures manual.
• Manage the proper administration of the HR policies and procedures.
• Explain and clarify the provisions of the personnel policies and procedures to the staff.
• Plan, organise, and Coordinate personnel training.
• Ensure full compliance with all personnel related legislation.
• Monitor, study and advise management of new legislation, trends and emerging practices in HR.
• Ensure proper personnel documentation including staff contracts, accurate job descriptions, confirmation, promotion and displinary letters and contract renewals.
• Maintain all staff records and compile statistical reports concerning personnel related data such as recruitment, transfers, performance appraisals, and absenteeism.
• Prepare and maintain the staff leave rooster and monitor staff attendance.
• Monitor scheduled and unexpected absences and coordinate actions to ensure continuity of operations.
• In charge of general communication by the company to staff.
• Oversee employee safety, welfare and health.
• Represent the company and its related businesses in personnel related disputes and hearings.
• Plan and conduct new employee orientation to foster positive attitude towards organisational objectives.
• Coordinate staff recruitment and selection process in order to ensure a timely organised and comprehensive procedure is used to hire staff.
• Provide reports required by management from time to time on Administrative and Human Resource matters.
• Perform other related duties as required.

To apply for this position send your CV to quoting the position in the subject line.

Kindly also mention your current/ last salary and benefits

Only shortlisted candidates will be contacted.

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