Administrative Officer

Responsibilities:

• Develop and maintain a keen knowledge base of the operation of the organisation
• Check the internet regularly to take advantage of any online bid invitations, e.g. the Nipex website, IOC and review the internet daily in search of publicised bids/tenders
• Obtain and keep finger-tip ready, all documents required for the preparation of a professional bid/tender for submission where required. (This should be in both soft & hardcopy mode)
• Create a concise client list database capturing relevant information: Company (name & address), Contact Name(s) & Designation(s), Telephone & Email: Develop a client list for the distribution of company gifts
• Prepare a weekly 1-page report detailing the week’s activities, present job status, target, closure date and submit to your team lead on Friday; this will form the basis of discussion at the start of the next week.
• Pursue relevant company registration with a reputable organisation for the purpose of securing contract opportunities.
• Conduct a PowerPoint presentation in readiness for client and internal presentations
• Aggressively seek new business channels and outlets, both great and small, to enable the company to gain greater experience and visibility opportunities.
• Build and secure a strong client list and liaise with key personnel to constantly maintain a viable information base on related matters to benefit the company
• Participate in the preparation of Pre-qualification and Commercial bids for opportunities published in the dailies, internet or other notification and ensure follow-up.
• Oversee the coordination of all Group Sales and Marketing channels, Outlets, and ensure profitability.
• Support in all production processes from start to sales of all Agro-Allied ventures of the Group to ensure smooth and consistent growth of the business.
• Support to ensure all Oil and Gas Opportunities of the Group for effective sales and marketing of all energy products, including new ventures.
• Liaise with Operations, Sales, Investment and Opportunity teams for effective sales and marketing of the Group Product and Services
• Oversee the smooth administration and the maintenance of high hygiene standards in the office by supervising the cleaning/ sweeping of the office, cleaning desks, computers, ups, chairs, and flower vases daily and mopping the floor.
• Keep an overview of licenses, permits, insurances and certifications to ensure their prompt renewal at expiration. Liaise with the accounts section to ensure follow-up and renewal of the same
• Prepare a training calendar to cover the (i) generic & (ii) specialised needs for all staff and drive the execution of the same
• Effectively liaise with team leaders and management to ensure the bi-annual personnel performance appraisal is carried out promptly, and appropriate follow-ups to ensure reviews are put in place.
• Draw up the annual vacation calendar for all personnel and send a reminder to concerned personnel a month prior to the proposed vacation date, reminding personnel to submit up-to-date project status/detailed handover notes.
• Ensure a tabulated list of any changes to be applied to the regular staff pay (e.g. promotion, vacation, suspension, etc.).This information should be supported by backup photocopies of management-endorsed correspondence and should be ready on or before the 23rd of the month
• Organise and coordinate company functions: Quarterly Appraisal meetings and other operational meetings, sending out invitations, making reservations, placing food orders and following up on all.
• Provide a weekly report on the account of all daily activities, compile a summary of reports of all departments and units for management and ensure closure of all issues.
• Receive and register all documents into the incoming and outgoing correspondence Logbook,      and ensure the effective distribution of correspondence with proof of receipt in written acknowledgements and file copies
• Have all necessary administrative forms available and communicate processes to employees to avoid administrative bottlenecks
• Maintain an accurate record and document filing system
• Ensure that all personnel are registered under the medical health scheme as at required.
• Create constructive employee ‘bonding’ avenues by coordinating welfare committee activities towards celebrating employees' milestones and organising social programs.
• Collate daily, weekly and monthly reports from all personnel or HOD  of all daily activities, compile a summary of reports of all departments and units for management and ensure closures of all issues from the summary report.
• Check company e-mails, website, Client’s websites for mails and notifications and communicate the same to all relevant personnel responsible, and ensure follow-up and close out of the same.
• Ensure and facilitate the opening of bank accounts with the company‘s designated bank for all personnel within a maximum of one month period after engagement  (applicable to all employment types, i.e. contract, temporary or permanent)
• Ensure the establishment of accounting practices and procedures to ensure due process in accounting processes and put in place cost-control measures to discourage wastage of company assets, resources, equipment, materials and tools by supervising the accounting procedure.
• Ensure the control of the weekly expenses and ensure balancing the same; ensuring sound accountability with well-kept back-up records to confirm expense claims.
• Ensure the prompt monthly payments and returns are made to the appropriate statutory organs,      e.g. Workmen Compensation Insurance Scheme, D.P.R., P.A.Y.E., V.A.T., RSA (Pension) etc, and utilities payments to ensure uninterrupted internet, telephone and power services by supervising the Account Officer to execute the function.
• Liaise with the relevant authority to obtain & file the monthly company bank transaction statements & confirm against internally recorded transactions
• Manage stationery,      ensuring supply of needed items (e.g. receipts, invoices of every workbook booklets etc.) & initiate the application of new cheque booklets when necessary.
• Oversee the disbursement of payments in cheque and cash to 3rd party contractors/suppliers on the last  Thursdays of every month.
• Liaise with team leaders and department heads in the purchase of tools and materials for contract execution, as the case may be.
• Ensure the Preparation of payroll (reflecting necessary deductions (e.g. P.A.Y.E.) or additions (e.g. Bonus, Vacation Allowance) and ensure 100% accuracy before sending it in for management approval by the 25th of the month.
• Ensure and confirm salaries of staff are received by personnel and thereafter distribute employee Pay Advice slips.
• Consolidate various departmental budgets at the end of the year close and present the same to management for approval
• Follow up on the Account and to ensure reporting of the weekly and monthly company’s income and expenditure status.
• Ensure account updates are well documented, forwarded to management for review and approval for every business year in preparation for annual auditing, and ensure approved accounts is forwarded to the external auditor.
• Prepare, submit and follow up on all company invoices and receive/ collect all payments made into the company’s account.
• Carry out all Human Resources activities towards recruitment of new personnel, staff reassignment, posting and monitoring staff availability in their duty post.
• Oversee and manage the GROUP websites and social media marketing channels for effective functionality.

Requirements:

• Accounting/Finance or Business Management degree holder
• Must be capable of managing the organisation's Admin, HR and Accounting processes
• Can also multitask as Admin and HR Support.