Administrative Officer

1. Asset Management

• Maintain and continuously update the master asset register, tracking details such as asset numbers, locations, and assigned users.
• Ensure all newly purchased assets are properly tagged and labeled according to organizational standards.
• Verify the accuracy of asset information and supporting documentation upon receipt of new assets.
• Collaborate with procurement and finance teams on all aspects of asset acquisition, registration, and documentation.
• Oversee and document the formal transfer of assets between staff or project offices.
• Monitor asset movement and maintain a clear record of all transfers.
• Prepare comprehensive asset reports and documentation for internal reviews and donor reporting.
• Ensure all assets are utilized appropriately and in full compliance with organizational policies.
• Establish and maintain a robust filing system for all asset-related documents, including lists, transfer forms, disposal forms, and verification reports.
• Review and validate monthly asset reports submitted from all LPK project offices.
• Manage the reporting process for damaged assets and office supplies, providing timely support to all project offices.
• Coordinate and facilitate the timely write-off and disposal of assets in accordance with policy.
• Organize and conduct quarterly physical asset verifications with administrative focal points at all project locations.
• Ensure the monthly asset report is accurately compiled and submitted to the supervisor by the deadline.

2. Office Maintenance & Logistics

• Oversee the day-to-day functionality of the LPK Coordination Office, ensuring facilities, equipment, and utilities are in good working order.
• Liaise with and coordinate external service providers for necessary maintenance (e.g., electrical, plumbing, internet).
• Proactively monitor the condition of office equipment and arrange for timely maintenance or repairs.
• Keep detailed records of all maintenance requests, repairs, and service schedules.
• Coordinate transportation and logistics to support staff travel, field visits, and meetings.
• Ensure accurate and complete documentation for all vehicles, including logbooks, maintenance records, and fuel consumption reports.
• Monitor vehicle insurance, registration, and other legal documents to ensure they are always current and valid.
• Provide logistical support for the arrangement of meetings, workshops, and office events as needed.
• Coordinate with field offices on vehicle usage, maintenance schedules, and logistics support to ensure consistency.
• Guarantee full compliance with all organizational policies and procedures related to vehicle and office management.
• Ensure monthly vehicle and generator reports are prepared and submitted to the supervisor on time.

3. Stock & Inventory Management

• Maintain accurate and up-to-date stock records for all inventory, including kitchen items, stationery, office supplies, and generator fuel.
• Monitor stock levels continuously and initiate purchase requests when items hit the designated minimum threshold.
• Receive, inspect, and record all incoming stock, verifying accuracy against delivery notes and invoices.
• Oversee the distribution of kitchen items, stationery, and office supplies to staff, following approved request procedures.
• Monitor generator fuel stock levels and track usage to maintain adequate supply and inform reporting.
• Prepare and submit monthly stock consumption reports for all key categories.
• Work closely with the procurement team to ensure the timely purchasing of all required stock items.

4. Staff Supervision & Development

• Supervise the Jr. Administration Officer, providing guidance, regular constructive feedback and support to ensure the smooth execution of daily administrative tasks and professional growth.
• Delegate tasks effectively, monitor progress, and ensure the timely completion of all assigned duties.
• Provide ongoing coaching and training on administrative processes and procedures to build team capacity for the field staffs.
• Conduct orientation sessions for new staff members to introduce them to administrative systems and policies.
• Offer technical support and guidance to administrative staffs in project offices as needed.
• Foster clear communication and effective coordination between the administrative team and other departments.
• Support the supervisor in the continuous improvement of administrative systems and procedures.
• Ensure all administrative staffs strictly adhere to organizational policies and compliance requirements.

5. Contracts & Government Liaison

• Manage the full lifecycle of contractual agreements, including leases, rental contracts, service agreements, and consultant hiring.
• Initiate and prepare agreements, contracts, and service arrangements for both new engagements and extensions.
• Coordinate with other departments and service providers to ensure the validity before expiry of contract and agreement and extend or end for notice in a timely manner.
• Maintain the contractual documents, up to date filing and extension for future audit purpose.
• Assist in drafting official letters, documentation, applications for registration, Memoranda of Understanding (MOUs), and other government correspondence.
• Liaise and follow up with relevant government ministries and departments to secure necessary documentation and approvals.
• Act as the primary point of contact with Regional and Township Administration Departments for the submission of required reports.
• Other duties as assigned by supervisor.