Roles and responsibilities
The purpose of the Administrative Officer position is day to day implementation of the support functions responsibilities.
Generic Responsibilities
- Ensure adherence with NRC policies, tools, handbooks and guidelines
- Implement delegated support function portfolio according to plan of action
- Prepare and develop status reports as required by management
- Ensure proper filing of documents
- Promote and share ideas for improvement of the support function
Specific Responsibilities
- Receiving visitors to the office in a cordial and respectful manner;
- Answering, forwarding, and screening phone calls in a professional manner;
- Making appointments and maintaining itineraries for the Country Director and NRC visitors;
- Serving as minute secretary for all administrative and staff meetings;
- Recording, preparing, and filing minutes of meetings in a timely and organized manner;
- Registering and distributing incoming and outgoing mail in accordance with the NRC Filing Key;
- Maintaining proper records of all correspondence (incoming and outgoing);
- Handling receipts and deliveries through DHL and other courier agencies and ensuring regular follow-up on NRC shipments;
- Managing and maintaining the petty cash fund of the Country Office in compliance with financial procedures;
- Operating the NRC switchboard, photocopier, and ensuring updated NRC contact lists are maintained;
- Making travel arrangements, including booking flights, hotel accommodation, and transport/shuttle services for staff and guests;
- Booking meeting and training rooms and ensuring they are properly prepared for use;
- Assisting in administrative tasks such as filing, typing, updating phone lists, and maintaining adequate stationery supplies for office use;
- Keeping clear and accurate records of all office deliveries, supplies, and inventory;
- Maintaining NRC archives in accordance with NRC guidelines and ensuring proper filing systems are followed;
- Coordinating logistics support for visitors, including airport transfers and local transportation arrangements;
- Ensuring smooth office communication and front desk operations;
- Providing general administrative support to all departments as required;
- Ensuring confidentiality, accuracy, and professionalism in handling office information and documents;
- Performing any other related duties as may be assigned.