Basic Function

The Senior Administrative Officer is responsible for coordinating and overseeing administrative services to ensure efficient office operations, effective records management, office space logistics, asset control, general logistics, and support services in line with organizational policies, procedures, and statutory requirements.

Key Duties and Responsibilities

1. Administrative Management

• Coordinate day-to-day administrative operations to support effective service delivery.
• Develop, implement, and review administrative systems, procedures, and controls.
• Ensure proper office organization, workflow management, and filing systems.
• Liaise with other government agencies, service providers, and other stakeholders on administrative matters that require collaboration.
• Support meetings, workshops, and official events, including logistics and protocol arrangements.

2. Office and Facilities Management

• Oversee all office facilities, estate requirements, repairs, all electrical and plumbing requirements of the building, security, cleaning, and maintenance services.
• Coordinate allocation and optimal utilization of office space.
• Supervise fleet and transport management, including vehicle scheduling, maintenance, and logbooks.

3. Assets and Inventory Management

• Work with the inventory and records section to register all organizational assets and inventory in accordance with asset management policies.
• Maintain accurate asset registers and conduct periodic verification exercises along with the inventory management officer.
• Coordinate disposal of obsolete or unserviceable assets in line with approved procedures.

4. Records and Information Management

• Guide the Records Officer on proper records creation, classification, storage, retrieval, and archiving.
• Oversee correspondence management, registry operations, and document control.
• Support compliance with records retention and confidentiality requirements.

5. Logistics Support

• Provide administrative support to procurement processes as may be requested, including requisitions, contract administration, and logistics coordination.
• Monitor service provider contracts related to administration and facilities.
• Liaise with user departments to ensure timely provision of administrative supplies, stationery, welfare logistics and services.

6. Budgeting and Reporting

• Draft administrative unit’s work plans and budgets.
• Monitor expenditure against approved budgets and prepare periodic administrative reports.
• Provide periodic (monthly, quarterly) reports on funds absorption on contracts with in the department.

7. Compliance and risk management.

• Ensure compliance with organizational policies, labor laws, and public service regulations.
• Identify administrative risks and propose mitigation measures.
• Support implementation of internal controls and audit recommendations.
• Contribute to audits by providing required documentation and records.

8. Supervision and leadership.

• Supervise, mentor, and appraise administrative and support staff.
• Identify training needs and support capacity building initiatives.
• Promote a culture of accountability, teamwork, and continuous improvement.
• Provide supervision to contractors such as cleaners, gardeners, among others.
• Perform any other duties as may be assigned by the Supervisor from time to time.

Supervision received: The Senior Administrative Officer is directly supervised by the General Administration Manager

Supervision exercised: Supervises the Administrative Officer, the Inventory Management Officer, Staff of the records management unit and selected support staff.

Education Requirements.

• Bachelor’s degree in Public Administration, Business Administration, Management, Social Sciences, Social Works and Social Administration, or a related field.
• A postgraduate qualification in Administration, Management, or Estate Management is an added advantage.

Experience

• At least Six (6) years relevant administrative experience, with 3 years at a supervisory level in a reputable organization, donor funded organizations or public institution.
• Demonstrated experience in office and facilities management, including supervision of utilities, security, cleaning, maintenance, and office space utilization.
• Proven hands-on experience in asset and inventory management, including maintenance of asset registers, periodic verification, and coordination of asset disposal processes in line with approved policies.
• Practical experience in records and registry management, including correspondence handling, filing systems (manual and electronic), archiving, and document control in compliance with records retention standards.

Knowledge and Skills

• Knowledge in office and facilities management, records and information management, asset and logistics management and budgeting and reporting
• Strong organizational and coordination skills
• High level of integrity and confidentiality
• Leadership and people management skills
• Problem-solving and decision-making ability
• Excellent communication and interpersonal skills
• Proficiency in use of computer, MS Office applications and administrative information systems is a must.

Physical Demands: May require regular movement within the office, light lifting of equipment and assembling or disassembling of parts or its supervision.

Travel requirements: Limited travel within/out of the country for official work.

• Coordinate day-to-day administrative operations to support effective service delivery.
• Develop, implement, and review administrative systems, procedures, and controls.
• Ensure proper office organization, workflow management, and filing systems.
• Liaise with other government agencies, service providers, and other stakeholders on administrative matters that require collaboration.
• Support meetings, workshops, and official events, including logistics and protocol arrangements.
• Oversee all office facilities, estate requirements, repairs, all electrical and plumbing requirements of the building, security, cleaning, and maintenance services.
• Coordinate allocation and optimal utilization of office space.
• Supervise fleet and transport management, including vehicle scheduling, maintenance, and logbooks.
• Work with the inventory and records section to register all organizational assets and inventory in accordance with asset management policies.
• Maintain accurate asset registers and conduct periodic verification exercises along with the inventory management officer.
• Coordinate disposal of obsolete or unserviceable assets in line with approved procedures.
• Guide the Records Officer on proper records creation, classification, storage, retrieval, and archiving.
• Oversee correspondence management, registry operations, and document control.
• Support compliance with records retention and confidentiality requirements.
• Provide administrative support to procurement processes as may be requested, including requisitions, contract administration, and logistics coordination.
• Monitor service provider contracts related to administration and facilities.
• Liaise with user departments to ensure timely provision of administrative supplies, stationery, welfare logistics and services.
• Draft administrative unit’s work plans and budgets.
• Monitor expenditure against approved budgets and prepare periodic administrative reports.
• Provide periodic (monthly, quarterly) reports on funds absorption on contracts with in the department.
• Ensure compliance with organizational policies, labor laws, and public service regulations.
• Identify administrative risks and propose mitigation measures.
• Support implementation of internal controls and audit recommendations.
• Contribute to audits by providing required documentation and records.
• Supervise, mentor, and appraise administrative and support staff.
• Identify training needs and support capacity building initiatives.
• Promote a culture of accountability, teamwork, and continuous improvement.
• Provide supervision to contractors such as cleaners, gardeners, among others.
• Perform any other duties as may be assigned by the Supervisor from time to time.

• Knowledge in office and facilities management, records and information management, asset and logistics management and budgeting and reporting
• Strong organizational and coordination skills
• High level of integrity and confidentiality
• Leadership and people management skills
• Problem-solving and decision-making ability
• Excellent communication and interpersonal skills
• Proficiency in use of computer, MS Office applications and administrative information systems is a must.

• Bachelor’s degree in Public Administration, Business Administration, Management, Social Sciences, Social Works and Social Administration, or a related field.
• A postgraduate qualification in Administration, Management, or Estate Management is an added advantage.