Job Description

overview

Our client is seeking to recruit an Administrative Lead who will respond to the Acting Manager.

Responsibilities:

ADMINISTRATION, POLICY AND PROCEDURES:
Monitors and evaluates the effectiveness of administrative policies and procedures, recommending revisions or updates as necessary to improve efficiency and effectiveness.
Stays informed about changes in relevant laws and update organizational policies accordingly.
Review and align job descriptions with the organizational goals and objectives, ensuring clarity and relevance to the mission of the company.
Collaborates with management team to ensure that roles and responsibilities are clearly defined and contribute to company's mission.
Ensures governance with labour laws and regulations in the recruitment and management of personnel, including fair hiring practices, employment contracts, and adherence to workplace safety standards.
Maintains accurate and up-to-date legal documentation, contracts, and agreements.
Prepares comprehensive and accurate minutes of meetings, capturing key discussions, decisions, action items, and follow-up tasks in a clear and concise manner.

HUMAN RESOURCE
Ensures compliance with labour laws and regulations in the recruitment and management of personnel.
Coordinates with management in the recruitment process, including job postings, screening, and interviews.
Maintains records of applicants and assist in onboarding processes for new hires.
Processes administrative support documents (HR data, timesheets, monitoring and reporting sheets) for recording, implementation, monitoring, and reporting.
Provides support to employees in understanding health insurance plans, facilitating their comprehension of coverage options and procedural requirements.
Ensures that employees are informed about any updates or changes to insurance policies that may impact their coverage.
Offers guidance to employees in accurately completing leave application forms, ensuring adherence to policies, and maintains updated records of leave requests and approvals.
Facilitates communication and collaboration among team members, ensuring smooth workflow during training projects.

COMMUNICATION:
Ensures the welcoming of visitors in the office while respecting all procedures.
Keeps track incoming and outgoing postal communication.
Maintains an up-to-date document of the contact information for all company's staff and collaborators.
Ensures that information relating to the company is transmitted to our staffs and affiliated centres via email.
Designs and implements a comprehensive plan of action for social media communication, utilizing platforms such as Facebook, Instagram, Linked in and YouTube.
Manages the continuous posting of news stories and video content on company's website to ensure ongoing activities and engagement.
Stays updated on industry trends and use creative communication strategies to improve company's outreach efforts.
Updates our social media channels with posts highlighting company's work, including testimonies, projects, statistics, collaborations, internship opportunities, and recruitment adverts.
Establishes and maintains communication with our network of schools regarding ongoing projects.
Develops a collaborative relationship with the communication company partnering with the company.
Coordinates proactively with the communication company (e.g., Diizz, Actogether) to ensure timely receipt of requested work.
Ensures consistent and up-to-date communication with our stakeholders regarding company's projects and achievements.
Collaborates with internal teams to gather content and information for communication materials.

PROCUREMENT:
Oversees the inventory of office supplies, ensuring the timely procurement of necessary items.
Manages and maintains an inventory of equipment required by various departments, including Psychosocial and Pedagogical needs such as laptops and HDMI cables; coordinate the procurement process for these items.
Assists in the procurement of furniture as required, including liaising with suppliers and coordinating delivery.
Collaborates with department leads to identify and understand their procurement needs.
Maintains accurate records of procurement transactions, including invoices, and delivery receipts.

PROJECT MANAGEMENT AND SERVICES:
Provides support to the pedagogical team, ensuring timely preparation of course materials, course outlines, and course content.
Manages participant registrations for training, including planning and coordinating the educational support materials.
Organises the schedule, material and administrative documents for training courses delivered by the company Training Institute. (Attendance sheets, monitoring visits sheet, Feedback report)
Actively encourage partners within the network to participate in the training offered by the company.
Records and maintain statistics throughout the training project cycle, from planning to reporting.
Prepares statistics-based reports to ensure effective final reporting to management and subsequent funders.
Keeps up to date with ongoing training happening in the sector (e.g AcTogether). Attend relevant training that might benefit the company.
Provides administrative support in project planning, including scheduling, resource allocation, and logistics coordination.
Monitors and evaluate the effectiveness of training programs, gathering feedback for continuous improvement.
Supports the development and implementation of new training initiatives in alignment with the company's goals.
Participates in meetings and discussions related to project planning, providing valuable insights and administrative support.
Collaborates with external partners, suppliers, and stakeholders to enhance the success of training projects.
Undertakes any other administrative tasks essential for the smooth functioning of the training projects.

INTERNAL RELATIONSHIPS (Colleagues, Members)
Updates management with information as and when required for any meetings and monitoring process.
Offers internal assistance to ensure the effective performance of duties.
Assists while preparing project documents to ensure coherence in all project development steps.
Assists in the organisation of meetings (board, directors, AGM) and make sure that all documents are ready for use.

EXTERNAL RELATIONSHIPS (Network, Funders/ other Associations…)
Participates in meetings with stakeholders to ensure the applicability of projects and keep records of discussions for follow ups.
Assists stakeholders to facilitate their understanding of the organisation and its operations.
Connects with external organisations to build partnerships to ensure the running of projects and services.
Represents the organisation on behalf of the management as and when required.
Looks for quotations or services related to project design to enable the choice of service providers and partners.

PUBLIC RELATIONS:
Promotes the image of the organisation whether while receiving calls, emails, visits or at out of office meetings.

CONFIDENTIAL RESPONSIBILITIES:
Responsible for keeping and managing office keys and ensuring secure access to confidential areas.
Maintains confidentiality of HR-related information and ensures compliance with data protection regulations.
Monitors security protocols to safeguard the company's confidential information.
Keeps all personal details of beneficiaries under lock and key.
Facilitates the signature and management of administrative documents not limited to contracts, timesheets, payments and invoices.

COGNATE DUTIES:
Conducts any cognate duties relevant to the position to meet the objectives of the organisation.