Free Sample Administrative Officer Job Description
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Sample Administrative Officer Job Description


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Administrative Officer

POSITION:

Administrative Officer

INCUMBENT(S):

Barb Doe

DIVISION:

Administration

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures:

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

This position is responsible for the effective management and security of Company ABC assets, employment records, utility payments, external service contracts, including the proper recording and maintenance of important external and internal communications.

This position is required to supervise and check the condition and security of Company ABC assets, verifies utility payments and monitors the recording, storing and updating important information.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

This position reports to the General Manager and receives verbal and written direction from this individual.

This position supervises and directs:

·         Driver (1): Responsible for driving as well as maintaining all 6 company vehicles and generator and delivering letters to and from Company ABC

·         Cleaners (3): Responsible for ensuring the cleanliness of the inside of Company ABC premises and washing and ironing of staff uniforms

·         Cleaner/Caterer (1): Responsible for ensuring the cleanliness of the inside of Company ABC and supervising the canteen

·         Security Supervisor (1): Responsible for ensuring the safety of Company ABC property and staff and supervising the security guards

·         Security Guard (2): Responsible for ensuring the safety of Company ABC property and staff

·         Receptionist (1): Responsible for taking in-coming and out-going telephone calls and fax messages, receiving guests who come into the administrative offices, photocopying and doing secretarial tasks

This position provides indirect guidance to:

·         General Manger: Guidance related to meetings and attending public functions on behalf of Company ABC

·         Deputy General Manager: Guidance related to HR issues

·         Security Supervisor/ Security Guards: Guidance related to shift deployment conflicts

This position receives indirect guidance from:

·         General Manager: General guidance in a number of different issues

·         Deputy General Manager: Guidance on how to handle HR issues concerning the staff directly supervise

·         Head of Finance and Accounts/ Accountants: Guidance on issues related to accounting

·         IT Officer: Guidance on issues related to IT and software

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This position has work originating from:

·         Deputy General Manager (HR activities)

·         Technical Service Department

·         Procurement Department

·         Pharmaceutical Main Store

·         Administration

·         Finance and Accounts

This position provides work to the following individuals, groups and/or departments:

·         Deputy General Manager (HR activities)

·         Technical Service Department

·         Procurement Department

·         Pharmaceutical Main Store

·         Administration

·         Finance and Accounts

The work performed by this position is typically reviewed or approved while in progress by the following individual(s):

·         Self

·         Management Team (MT) members

The work performed by this position is typically reviewed or approved when completed by the following individual(s):

·         General and Deputy General Manager

This position has access to the following procedures and/or manuals to assist with completing his/her work:

·         Security Procedures

·         Cleaning Procedures

·         Canteen Procedures

·         Compound Maintenance Procedures

·         Vehicle Procedures

·         Office Equipment Procedures

Challenges:

This position encounters no frequent problems.

The most difficult problems this position encounters include:

·         Lack of a standard method to compute the contract prices for contractors who come in to do small to medium repairs

This position has access to a supervisor and/or other employees in order to resolve the following problem(s):

·         Contractor or supplier quotations

·         Staff problems that threaten their job security

·         Purchases for approval

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

·         Deputy General Manager: How to handle HR issues concerning the staff directly supervise, on a bi-weekly basis

·         Head of Finance and Accounts/ Accountants: To discuss general issues related to accounting, on a bi-weekly or more frequent basis

·         IT Officer: To discuss general issues related to IT and software, on a bi-weekly basis

·         MTM (Outside Caterer), Director: To arrange meals for staff in the canteen and for special meetings, on a weekly basis

·         Colour Press (Printers), Manager: to request printing, on a monthly basis

·         Atlas (Clearing Agent), Clearing Officer: To discuss clearing documents for imports and exports on a daily basis

·         MTN and Celtel (Mobile telephone companies), Cashier: To discuss payment of telephone bills on a monthly basis

·         UEDCL (Power distribution company): Payment of electrical bills

·         NWSC (Water distribution company): Payment of water bills

SPECIFIC RESPONSIBILITIES:

·         To ensure the effective management and security of Company ABC assets

o          supervising the use of the company vehicles and houses

o          keeping regular service and repair records of company vehicles, houses and generator

o          regularly checking the condition of Company ABC assets and premises

o          responding to reports from departments concerning repairs, acquisition and maintenance of assets

o          defining security guidelines and ensuring adherence

·         To ensure the maintenance of Company ABC employment records

o          verifying utility invoices to ascertain that they are correct

o          coordinating with the Finance and Accounts department for utility payments

·         To ensure the proper management of Company ABC utility payments

o          opening files for new recruits, maintaining and updating them as and when required

·         To ensure the effective management of Company ABC external service contracts

o          maintaining an update record of all existing and future external service contracts

·         To ensure the proper recording and maintenance of important communication

o          attending, taking and keeping minutes of the Board of Directors, Management Team, Pharmaceutical Committee, Management Committee, Financial Committee and Annual General Meetings

o          filing incoming and outgoing mail for the General manager

·         Provide reports to the following individuals, departments and/or external contacts on the following basis:

o         appraisal reports to Deputy General Manager to evaluate the performance of the staff supervised, on an annual basis

o         minutes of meetings to Management Committee, Finance Committee, Pharmaceutical Committee, Board of Directors, Management Team; minutes of the respective meetings on a weekly, quarterly and/or annual basis

WORKING CONDITIONS:

This position does not encounter any difficult working conditions.

QUALIFICATIONS:

Relevant Bachelors Degree or equivalent and experience


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