Administration Assistant

Job Purpose

• To provide administrative and operational support to ensure efficient office management and smooth coordination of administrative activities within the water utility.

Key Responsibilities/ Duties / Tasks

Fleet and Transport Administration.

• Maintain accurate vehicle booking logs and ensure timely allocation of company vehicles
• Oversee scheduling, maintenance, and utilization of company vehicles and motorcycles.
• Track fuel usage, mileage, and service schedules to optimize fleet efficiency.
• Coordinate with drivers to ensure compliance with transport policies and safety standards.
• Prepare monthly fleet utilization and maintenance reports.
• Perform any other administrative duties assigned by the supervisor

Asset Management

• Maintain an updated inventory of office equipment, furniture and other assets.
• Tag and track assets to prevent loss or misplacement.
• Coordinate repairs, replacements, and disposal of obsolete assets.
• Generate periodic asset audit reports for management review.

Security and Outsourced Services.

• Liaise with contracted security firms to ensure adequate coverage of office premises.
• Monitor performance of outsourced services such as cleaning, catering, or maintenance.
• Ensure compliance with service-level agreements (SLAs) and escalate issues when necessary.
• Organize emergency drills and maintain updated security protocols.

Environmental Services Coordination.

• Oversee and supervise grounds maintenance and office cleaning activities to ensure the entire facility is clean, safe, and well-maintained.
• Develop and implement cleaning and maintenance schedules for offices, washrooms, and outdoor areas.
• Ensure proper use and availability of cleaning materials and maintenance tools.
• Conduct regular inspections and coordinate repairs, sanitation, and waste management to maintain high hygiene and environmental standards.

Decision Making / Job Influence

• Operational Decisions – Makes routine administrative decisions such as scheduling, record-keeping, and allocation of office resources.
• Compliance & Policy Adherence – Ensures that HR, fleet, and asset management activities comply with company policies and procedures.
• Vendor & Service Coordination – Influences the quality of outsourced services (security, cleaning, transport) by monitoring performance and escalating issues.
• Support to Management – Provides input to supervisors and managers through reports and recommendations that inform higher-level decision-making.

Job Dimensions:

• Fleet & Transport Management – Maintain vehicle booking schedules, track usage and servicing, and ensure compliance with transport policies.
• Asset & Inventory Control – Keep updated records of office assets, oversee repairs/replacements, and conduct periodic audits.
• Security & Outsourced Services – Coordinate with security providers and outsourced vendors, monitor service quality, and enforce service agreements.
• General Office Administration – Manage supplies, correspondence, meetings, and reporting, while performing other duties assigned by the supervisor.
• Responsible for coordinating administrative operations and overseeing facilities management functions, including supervision of cleaning and grounds staff, to ensure a safe, efficient, and well-maintained working environment within the company.

Working Conditions

• Field Interaction – Occasional visits to company sites to verify assets, vehicles, or outsourced services
• Work Hours – Standard business hours with flexibility to handle urgent administrative tasks or events outside normal schedules.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

• Diploma in Business Administration, Management, or related field.

Professional Qualifications

• Membership to relevant Professional Body

Previous relevant work experience required

• Work experience of at least Three(3) years, two (2) of which must have been at a Supervisory level;