Key Responsibilities:

Office Operations & Facility Management

• Oversee daily office operations, including cleanliness, supplies, workspace organization, and readiness of offices, classrooms, and shared spaces.
• Ensure front-office operations meet professional standards: welcome visitors, manage guest needs, prepare meeting rooms, and oversee tea/water service.
• Track and coordinate facility and asset oversight, including office equipment, furniture, keys, and non-IT assets.
• Arrange repairs, maintenance, and replacements in collaboration with HR and Operations leadership.
• Maintain high standards of health, safety, and hygiene, including first-aid supplies, fire safety checks, evacuation drills, and visitor sign-in processes.

Administrative Systems & Policies

• Develop, maintain, and update office policies, procedures, and filing systems (digital & physical).
• Create and maintain standard office procedures, checklists, and administrative workflows.
• Track key operations KPIs (office productivity, response times, adherence to procedures) and recommend workflow improvements.
• Support continuous improvement of office processes, internal tools, and communication systems.

Staff Support & HR Coordination

• Coordinate staff onboarding, including preparation of orientation materials, scheduling, and system access.
• Maintain and update employee documentation, personnel files, and onboarding records.
• Assist HR with routine administrative tasks, attendance monitoring, and staff roster updates.
• Provide guidance to staff on office processes and procedures under the supervision of the HR Manager.

Calendars, Meetings & Event Logistics

• Manage staff calendars, schedule meetings, appointments, and travel arrangements.
• Coordinate logistics for assemblies, devotions, staff trainings, events, parent meetings, and visitor or mission-team hosting needs.
• Ensure meeting rooms and shared spaces are properly set up and equipped for activities.

Technology & IT Liaison

• Liaise with IT to ensure office technology, devices, and shared digital tools function efficiently.
• Provide basic support to staff for devices, printers, copiers, and other office technology.
• Coordinate IT support requests as needed.

Internal Communication & Staff Welfare

• Support internal communication by preparing notices, memos, meeting summaries, and updates.
• Assist in coordination of staff devotions, retreats, welfare activities, and internal events.
• Ensure timely flow of information across all departments.

Finance, Procurement & Budget Oversight

• Manage the office administration budget and monitor expenditure.
• Liaise with Accounts on invoices, utilities, procurement, and payroll-related administrative support.
• Receive, verify, and process requisitions, stock deliveries, and forwarding of payment documentation.

Compliance & Governance

• Ensure compliance with health, safety, legal, and administrative requirements.
• Maintain records for audits and internal control purposes.
• Monitor adherence to the company’s policies, procedures, and statutory obligations.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Office Management, Operations, or related field.
• Minimum 3–5 years of experience in office administration, operations, or facilities management (NGO/ministry experience preferred).
• Strong digital literacy, including MS Office Suite and shared digital tools.
• Knowledge of HR processes, procurement, budgeting, and compliance requirements is an advantage.
• Experience in coordinating multi-departmental operations and staff support.