Develop and update policies for office administration, procurement, logistics, asset and property management, records and information management, safety and security. Ensure effective communications by orientation and refresher training to staff to help them understand the systems, policies and procedures of the organization.
Coordinate and liaise with Immigration Department, Embassies, and High Commissions, other government departments and agencies to procure work permits and visas for staff and visitors.
Undertake routine and periodical review, spot checks to ensure that all WAU offices i.e. access, fixtures, equipment, facilities, leakages, lighting are maintained and repairs are done in a timely manner. The office cleanliness and ambiance in all areas including the kitchen are kept to required standard.
Ensure all lease contracts are in place and renewed/terminated as appropriate.
Oversee contracts of all office equipment’s maintenance and ensure regular maintenance is up to date.
Ensure all rental, utility bills, subscriptions or other service contracts (photocopier, internet and other machinery servicing contracts) are renewed and paid in a timely manner through maintenance of a holistic Administration work plan and monitoring schedules.
Ensure storage management and disposal of old records beyond requirement under the donor or government regulation.
Oversee office desk arrangements and movements by ensuring new staff, hosting, partners have appropriate space, equipment, and supplies for work.
Ensure all travel requests for national and international travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. are followed up in timely manner.
Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
Oversee workshops, visitors and other events as requested.
Prepare for and coordinate various office social activities, i.e. team building, staff retreat, sickness visit, funerals, new born baby visit, etc.
Coordinate and work closely with field offices on office, inventory, vehicles, and motorbikes management.
Liaise with the government ministries to request for registration and renewal of vehicle licenses’.
Oversee administration monthly floating cash and authorize petty cash payouts as procedure.
Ensure office and vehicle insurance is up to date and appropriate.
Preparing Administrative budgets, monitor budget expenditures, provide monthly variances to the budget and carry out budget reforecasts as per guidelines.
Arrange for office space and other logistics requirements for all staff in the CP and ensure office space is fit for purpose
Taking the initiative in collecting feedback from staff and working to continuously improve the quality of the logistics service through staff satisfaction survey questionnaires and other feedback methods.
Responsible for managing and following up on CP visitors needs including per diem payments, finding their way around the country and CP among other needs.