Senior Administration Officer

POSITION SUMMARY

The Senior Administration Officer is responsible for the effective management of the organization’s administrative operations, ensuring a well-functioning office, reliable support services, and proper control of administrative resources and documentation.

The role oversees office and facilities management, fleet and driver operations, office supplies and inventory, records and archives, administrative services, and work permit and visa processes.

KEY RESPONSIBILITIES

1. Office & Facilities Management

· Oversee day-to-day office operations, facilities, utilities, cleaning, and maintenance.

· Coordinate repairs, preventive maintenance, office services, and facility-related contractors.

· Ensure the office environment is safe, functional, and properly maintained.

2. Fleet & Driver Management

· Manage the organization’s vehicles and drivers, including scheduling, utilization, maintenance, insurance, registration, and compliance.

· Monitor fuel consumption, vehicle condition, maintenance costs, and fleet records.

· Ensure drivers and vehicles meet organizational and legal requirements.

3. Supplies, Inventory & Assets

· Manage office supplies, consumables, equipment, and administrative inventory.

· Monitor stock levels, requests, replenishment, and periodic stock counts.

· Maintain accurate records and ensure effective use and control of administrative assets.

4. Records & Archives

· Maintain an organized system for administrative records, files, and archives.

· Ensure proper filing, secure storage, retrieval, and retention of key documents.

· Maintain registers for contracts, licenses, permits, insurance, and other administrative documentation.

5. Work Permit, Visa & Compliance

· Coordinate work permits, visas, residence permits, renewals, and other immigration-related processes.

· Maintain an up-to-date tracker of expiry dates and ensure timely submissions and renewals.

· Liaise with relevant government authorities and external service providers as required.

· Ensure key administrative licenses, permits, insurance, and registrations remain valid.

6. Administrative Services & Vendor Coordination

· Coordinate administrative requests and routine procurement of goods and services in line with organizational procedures.

· Manage relationships with vendors, contractors, and service providers and monitor service quality.

· Support efficient and cost-effective delivery of administrative services.

QUALIFICATIONS

Education

• Bachelor’s degree in Business Administration, Management, Logistics, Public Administration, or a related field.

Experience

• 4+ years of relevant experience in administration, office operations, facilities, or a related area.

• Demonstrated experience in office management, fleet coordination, inventory, and vendor management.

• Experience with work permits, visas, or immigration processes is highly desirable

CORE COMPETENCIES

• Strong organizational, communication, coordination, and problem-solving skills.

• Good proficiency in Microsoft Office, particularly Excel and Word.

• High level of integrity, confidentiality, accountability, and attention to detail.

• Flexibility and adaptability in a changing and fast-paced work environment.

• Ability to work independently while maintaining good teamwork and collaboration.

• Strong follow-up and problem-solving skills.