Officer - Administration

Overview Job Description Job Title Officer Job Code 707765 Grade I1 Group Corporate Planning & Enablement Division • Department Facilities & Admin Unit HSS & Admin – Admin & Transportation ROLE PURPOSE The aim is to state the overall significance of the job from the organization’s perspective. The role exists to support the delivery of administrative and transportation services by coordinating day-to-day service requests, transportation arrangements, office and administrative requirements, and related records and communications. The role contributes to the smooth operation of workplace support services by following up on requests, coordinating with internal stakeholders and service providers, and ensuring services are delivered accurately and in a timely manner. Key Accountabilities & Activities This section describes the principal outputs required from the job. Key Accountabilities Key Activities • Administrative Services Support • Support the delivery of day-to-day administrative services and requirements. • Receive, process, and follow up on administrative service requests. • Coordinate with relevant stakeholders to ensure timely completion of requests. • Transportation Services Coordination • Coordinate internal transportation requests and related arrangements based on approved requirements. • Follow up on transportation schedules and service delivery. • Maintain relevant transportation records and service information. • Office Support Services • Support office-related requirements, including stationery, printing supplies, office equipment, and other administrative needs. • Coordinate requests with relevant internal teams or service providers. • Monitor fulfillment of approved requests. • Correspondence & Documentation • Support the processing, organization, and archiving of administrative correspondence and records. • Maintain accurate documentation for assigned administrative activities. • Ensure records are appropriately maintained and easily retrievable. • Service Request Management • Track administrative and transportation requests from receipt through completion. • Follow up on pending requests and coordinate resolution of service issues. • Maintain accurate status information for assigned requests. • Vendor & Service Provider Coordination • Coordinate routine activities with external service providers supporting administrative and transportation services. • Follow up on service delivery against agreed requirements. • Report service issues or deviations to the relevant supervisor. • Stakeholder Support • Respond to employee and stakeholder inquiries related to assigned administrative and transportation services. • Provide required information and coordinate requests with relevant parties. • Support effective communication regarding service requirements and status. • Service Records & Reporting • Maintain records and data related to administrative and transportation activities. • Support preparation of periodic service reports and operational information. • Identify recurring service issues and communicate them to the relevant supervisor. • Policies, Processes & Procedures • Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner. • Comply with all relevant safety, quality, and environmental management policies, procedures, and controls to ensure a healthy and safe work environment. • Information Security • Comply with all relevant information security practices and standards to ensure data integrity and confidentiality. JOB SPECIFICATIONS Academic And Professional Qualifications • Bachelor’s degree in Engineering, Project Management, Construction Management, Architecture, or a related field. Years And Nature Of Experience • 0–2 years of relevant experience in project management, engineering projects, facilities projects, construction, or related fields. Show more Show less

Bachelor’s degree in Engineering, Project Management, Construction Management, Architecture, or a related field. 0–2 years of relevant experience in project management, engineering projects, facilities projects, construction, or related fields.

The role exists to support the delivery of administrative and transportation services by coordinating day-to-day service requests, transportation arrangements, office and administrative requirements, and related records and communications. The role contributes to the smooth operation of workplace support services by following up on requests, coordinating with internal stakeholders and service providers, and ensuring services are delivered accurately and in a timely manner.