Reporting LineReports directly to Human Resource & Administration Manager.Daily administrative supervision by Project Manager at base office.Coordinates closely with urban program staff and country office support units (HR, Safety, Supply Chain, Admin).Duties & ResponsibilitiesFront Office Management
Reporting Line
Duties & Responsibilities
Front Office Management
Manage front desk fulltime, ensuring a professional and welcoming environment.
Receive visitors/clients, assist with relevant information, and refer to team leads.
Respond to general enquiries and refer to appropriate staff.
Receive, record, and distribute correspondence and deliveries.
Send and receive office mail and parcels via courier; maintain tracking system.
File and maintain front desk documents in an organized manner.Administrative Support
Administrative Support
Coordinate transport with Facilities Manager for staff field trips.
Assist in official travel arrangements and vehicle/taxi bookings.
Monitor office stationery and consumables; place timely orders.
Maintain custody of office supplies and update stock cards.
Supervise office cleaner and repairs; ensure cleanliness.
Support preparation of administration budget forecasts.
Ensure asset register is up to date and insured yearly.
Ensure compliance with administrative legal requirements (registrations, licenses).
Maintain proper filing of administrative documents.
Support organization of meetings, workshops, and trainings.
Update staff contact list regularly.
Raise purchase requests for admin procurements.
Support monthly community monitors pay with HR and finance.
Ensure timely payment of telephone bills and rent.
Provide admin support to country office units as requested.Program Support
Program Support
Maintain filing system for Administration, Safety, OSHA documents.
Liaise with CO Administration Officer for coverage when absent.
Maintain and update events (adsbygoogle=window.adsbygoogle||[]).push({});calendar.
Perform other duties as agreed with HR Manager.Human Resource Support
Human Resource Support
Receive new employees and develop orientation schedules.
Support HR onboarding process.
Support HR clearance procedures for exiting staff.
Ensure new staff receive IDs and business cards within one month.Compliance / Reporting
Compliance / Reporting
Act as urban safety focal point; ensure compliance with DRC safety policy.
Serve as OSHA focal person; maintain updated records and valid OSHA certificate.
Support safety team in audits and training.
Keep proper filing of audit records.
Ensure office maintenance complies with OSHA recommendations.Invoice Processing
Invoice Processing
Process invoices for administration services promptly.
Maintain accurate records of administration functions and financial transactions.