Job Purpose
To serve as the Administrative Officer of the Technical and Maintenance Department and ensure its effective operation. Provide administrative support to include management of scheduled meetings, preparation of correspondences, material and travel arrangements as well as communication and coordination with other departments.

Responsibility:

Key Accountabilities/ Responsibilities

Efficient management and follow up of department meetings including weekly, sectional, committee etc. to make certain that identified priorities are addressed in a timely fashion.

Secure handling of M&E Department Petty Cash, ad-hoc requirements, cash funds provisions, Expenditures and Disbursements to ensure smooth operations no wastage.

Provide high level administrative support by handling information requests, tracking of progress on planned issues, and performing clerical functions such as receiving visitors, telephone calls, arranging conference calls and scheduling meetings.

Screen and coordinate communication, draft correspondences for the Head of Maintenance's signature, track and follow up on requests identifying those of importance which require attention.

Receive and filter incoming correspondences for the Head of Maintenance's attention, adherence to appropriate protocol and correspondence guidelines when communicating with internal and external stakeholders. Maintain a document filing system.

Coordinate the use, repair or replacement of office equipment; this includes ordering of stationary stocks and ensuring that office facilities are running optimally.

Prepare organization of regular and ad hock meetings, program requests for various inputs/ actions.

Initiate requisition and follow-up in liaison with the Department of Human Resources and Administration on M&E staff welfare items and Personal Protective Equipment (PPE)

Chair the M&E Staff Welfare Committee and ensure action items are closed in a timely manner.

Supervise cleaners and ensure general cleanliness of the Hangar at all time.

Responsible as reference to Safety Management Manual (SMM) Doc ref. PW/CM/002 Chapter 1.6.2 – 1.6.3.

Liaise with AMO sales team to provide superior customer services to third party clients.

Assist in marketing and sales of AMO services where applicable.

Any other duty as assigned by supervisor.

Qualification Required:

Education
Diploma or higher in Secretarial Programs.
Diploma or higher in Business Administration, Public Administration or Human Resources and Administration.

Experience :

3.0 Year(s)

• Efficient management and follow up of department meetings including weekly, sectional, committee etc.
• Secure handling of M&E Department Petty Cash, ad-hoc requirements, cash funds provisions, Expenditures and Disbursements
• Provide high level administrative support
• Screen and coordinate communication, draft correspondences
• Receive and filter incoming correspondences
• Coordinate the use, repair or replacement of office equipment
• Prepare organization of regular and ad hock meetings
• Initiate requisition and follow-up in liaison with the Department of Human Resources and Administration
• Chair the M&E Staff Welfare Committee
• Supervise cleaners and ensure general cleanliness of the Hangar
• Responsible as reference to Safety Management Manual (SMM) Doc ref. PW/CM/002 Chapter 1.6.2 – 1.6.3
• Liaise with AMO sales team to provide superior customer services to third party clients
• Assist in marketing and sales of AMO services
• Any other duty as assigned by supervisor

• Diploma or higher in Secretarial Programs
• Diploma or higher in Business Administration, Public Administration or Human Resources and Administration