Job Description
The Senior Officer monitors the administration of all resources of ICoNM, processes for inventory control, disbursements, and the duties of supporting-staff. Ensures studying and teaching spaces are set up and well maintained. Ensures office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times. Maintains an effective oral and written communications process between other departments including Purchase department, Supply & Chain, HR department, Maintenance department, safety & Security department and Food department, and/or other departments regarding fiscal and other matters.
Responsibilities
- Manage office supplies stock and place orders
- Prepare regular reports on expenses and office budgets
- Maintain and update college records
- Organize a filing system for important and confidential documents
- Answer queries by staff, faculty and students related to facilitation in teaching & learning process and the provision of required resources.
- Update office policies as needed
- Distribute and store correspondence (e.g. letters, emails and packages)
- Prepare reports and presentations with statistical data, as assigned
- Arrange travel and accommodations when needed.
- Schedule in-house and external events
- Monitor and update college documents.
- Ensure policies are up-to-date and accessible for students and staff at the college.
- Ensure studying and teaching spaces are established and maintained.
- Report any problems with the building to the principal.
- Handle petty cash for the college, order office supplies and provide refreshments when needed.
- Acts as a liaison between the college, HR, purchasing, and other departments; ensures college compliance with university policy and procedures.
- Prepares or supervises the preparation of financial and statistical reports.
- Evaluates administration of fiscal, inventory, and other systems developed to achieve institutional goals regarding internal controls, overall administrative efficiency, and fiscal policy compliance.
Skills/Experience Requirements
- Proven work experience as an Administrative Officer, Administrator or similar role
- Solid knowledge of office procedures
- Experience with office management software like MS Office (MS Excel and MS Word, specifically)
- Strong organization skills with a problem-solving attitude
- Excellent written and verbal communication skills
- Attention to detail
- High school diploma; additional qualifications in Office Administration are a plus