JOB SUMMARY: 

The Operations Officer - Office Management is responsible for ensuring the efficient operation of the sub-office, including but not limited to administrative support, facility management, logistics coordination, and compliance with organizational policies. This role plays a key part in maintaining a professional and functional work environment while supporting program delivery at the sub-office level. The incumbent will report directly to the Operations Director or his designate, and liaise with the functional Heads of operations units at the country level, ensuring a high level of coordination as a focal point at the sub-office level.

ROLES AND RESPONSIBILITIES:

• Administrative Management:
• Oversee day-to-day office operations to ensure smooth workflow and adherence to organizational policies. 
• Maintain accurate records, documentation, and filing systems for administrative activities. 
• Support communication and coordination between the sub-office and the head office. 
• Ensure compliance with internal policies and donor requirements in all administrative functions.
• Executive Office Support:
• Manage and coordinate high-level scheduling and official engagement, including preparation for the CEO's visits and reception of visitors.
• Oversee the procurement and inventory of office supplies for the Executive   Office, ensuring efficiency, cost-effectiveness, and alignment with organizational standards.
• Review and quality-check all official correspondence and documentation related to the Executive Office, including editing drafts, ensuring accurate translations, and maintaining timely dissemination.
• Provide coordination and follow-up support for strategic initiatives or special assignments assigned by the CEO, ensuring alignment with organizational priorities and timely execution in collaboration with relevant departments.
• Facility and Asset Management:
• Manage office infrastructure, ensuring maintenance, cleanliness, and security of the premises. 
• Maintain an updated asset register, ensuring proper tracking and usage of office equipment. 
• Coordinate necessary repairs and maintenance to ensure a safe and efficient work environment.
• Logistics & Procurement Support:
• Coordinate logistical arrangements for staff travel, meetings, and workshops. 
• Assist in managing local procurement activities, ensuring compliance with AKF policies. 
• Monitor office supplies and oversee inventory management to ensure operational efficiency.
• HR and Staff Support:
• Assist in onboarding new staff by coordinating workspace, IT setup, and orientation processes. 
• Support HR in tracking attendance, leave management, and office staff welfare initiatives. 
• Foster a positive and organized office environment to enhance staff productivity.
• Safety and Security Compliance: 
• Ensure implementation of security measures in line with AKDN safety and security protocols.
• Coordinate with security personnel to ensure a safe working environment. 
• Facilitate emergency preparedness plans and ensure staff awareness of safety procedures.

• The applicant must have a Bachelor’s Degree in Business Administration, Management or a related field.
• Minimum 3 years of experience in administration, office operations, facility management, or logistics support; preferably within the development, humanitarian or NGO sector. 
• Proven knowledge of office management procedures, administrative systems and workflow coordination.      
• Strong organizational and multitasking skills with attention to detail. 
• Excellent communication and interpersonal skills with ability to work collaboratively across teams and functions.
• Proficiency in Microsoft Office applications.
• Strong Command of English both written and spoken.

only shortlisted candidates will be contacted