Senior Administration Officer

Job Description

Job Summary

The Senior Administration Officer is responsible for leading and overseeing the organization's administrative operations, ensuring efficiency, compliance, and support across all departments. This role requires strategic planning, supervision of administrative staff, and proactive management of office resources, assets, and processes to enable smooth organizational functioning while ensuring compliance with organizational standards and ISO requirements.

Key Responsibilities

Office Management & Operations

Ensure the office environment is organized, functional, and aligned with company standards.

Supervise and mentor administrative staff, providing guidance and training as required.

Oversee office supplies, inventory management, and timely procurement of resources.

Manage office infrastructure, equipment maintenance, and vendor services.

Ensure proper asset coding, tagging, and tracking of all office assets in accordance with company procedures.

Monitor the maintenance, repair, and lifecycle management of office assets and equipment.

Administrative Policies & SOP Management

Develop, implement, and maintain administrative policies including but not limited to asset management policy, procurement and vendor policies, administrative compliance policy, and Standard Operating Procedures (SOPs) to ensure consistent and efficient office operations.

Regularly review and update administrative policies, guidelines, and procedures in line with organizational requirements and compliance standards.

Ensure staff awareness and adherence to administrative policies and SOPs.

Support management in improving operational workflows through policy and process improvements.

Record Keeping & Documentation

Maintain accurate records of office expenses, assets, inventories, and administrative procedures.

Ensure proper storage, filing, and retrieval systems for documents, contracts, invoices, and reports.

Maintain an updated asset register and documentation for all organizational assets.

Develop, review, and implement administrative policies and procedures to enhance efficiency.

Ensure proper documentation and record management to support ISO compliance and internal audits.

Procurement & Resource Management

Manage the procurement of office supplies, equipment, and administrative resources in accordance with company policies.

Coordinate with departments to identify procurement needs and ensure timely purchasing of required items.

Prepare and process purchase requests, purchase orders, and related documentation.

Maintain proper records of procurement activities, quotations, and vendor contracts.

Ensure cost-effective purchasing by obtaining quotations, comparing vendors, and negotiating where appropriate.

Ensure procurement processes comply with organizational policies, SOPs, and ISO compliance requirements.

Monitor the delivery of purchased items and ensure proper asset registration, coding, and inventory updates.

Support Services & Coordination

Coordinate logistics for meetings, trainings, workshops, and events.

Provide senior-level administrative support to departments and leadership for timely project execution.

Assist in planning and resource allocation to support organizational goals.

Ensure administrative processes align with ISO standards and internal compliance requirements.

Vendor & Stakeholder Management

Build and maintain strong relationships with suppliers, vendors, and service providers.

Negotiate contracts and agreements, ensuring cost-effectiveness and service quality.

Monitor vendor performance and ensure compliance with agreements and timelines.

Budgeting & Financial Oversight

Assist in preparing and monitoring office and administrative budgets.

Track expenditures, prepare reports, and provide recommendations to management.

Ensure cost-control measures while maintaining operational efficiency.

Other Responsibilities

Handle sensitive and confidential information with utmost discretion.

Lead or assist in special administrative projects and organizational initiatives.

Support ISO audits, compliance reviews, and documentation requirements related to administrative functions.

Perform other duties assigned by management to ensure smooth operations.