ADMINISTRATIVE OFFICER

Key Responsibilities

Office Administration & Facilities Management

• Manage day-to-day office operations, including reception, mail, filing, and office supplies.
• Coordinate office maintenance, repairs, and facilities management.
• Liaise with landlords, service providers, and utility companies.
• Ensure a safe, clean, and organized working environment.
• Manage office security and access control.

Travel & Logistics Coordination

• Arrange domestic and international travel, including flights, accommodation, visas, and ground transportation.
• Prepare travel itineraries and expense reports.
• Coordinate with travel agencies, hotels, and transport providers.
• Ensure compliance with company travel policies and budget guidelines.
• Support expatriate staff with relocation and logistics where required.

Document & Record Keeping

• Maintain accurate and organized physical and electronic records.
• Manage incoming and outgoing correspondence, including emails, letters, and packages.
• Prepare, format, and proofread documents, reports, and presentations.
• Maintain office filing systems and ensure easy retrieval of documents.
• Support the preparation of reports and meeting materials.

Procurement & Vendor Coordination

• Support procurement activities for office supplies, equipment, and services.
• Obtain quotations and process purchase requests in coordination with Procurement.
• Manage relationships with office vendors and service providers.
• Track office expenditure and process invoices for payment.
• Ensure value for money in all administrative purchases.

Meeting & Event Coordination

• Schedule and coordinate meetings, conferences, and workshops.
• Prepare agendas, take minutes, and follow up on action items.
• Arrange refreshments, venue, and equipment for meetings and events.
• Support the organization of company events and staff activities.

Compliance, Risk & Reporting

• Ensure administrative activities comply with company policies and applicable Gambian regulations.
• Maintain administrative records to support internal and external audits.
• Identify and mitigate administrative risks, including security, health and safety, and vendor compliance.
• Prepare regular administrative reports covering office operations, travel, and expenditure.
• Support investigations and corrective actions relating to administrative irregularities.

Systems & Process Improvement

• Ensure accurate use of office management systems and databases where applicable.
• Improve administrative workflows, controls, reporting, and automation.
• Develop standard administrative templates, forms, and checklists.
• Promote best practices and administrative capability development across relevant teams.
• Perform any other duties as assigned by the Country Director / Managing Director.

Person Specification

Qualifications

• Bachelor's degree in Business Administration, Management, Office Administration, or a related field. A Master's degree is an advantage.

• Professional certification in administration or office management is an asset.

• Fluency in French is required; strong English communication skills are an advantage..

Experience

• Minimum of 3–5 years' experience in administrative, office management, or operations support roles.

• Demonstrated experience in office administration, travel coordination, record keeping, and vendor management.

• Experience managing administrative operations in The Gambia or a comparable West African market, with knowledge of local suppliers and regulatory environments.

• Experience with office management systems and strong Microsoft Office capability.

• Experience managing multiple tasks, sites, and competing operational priorities.

Skills & Competencies

• Strong administrative, organisational, and time-management skills.
• Excellent French communication skills, both written and spoken.
• Strong analytical, organisational, and problem-solving abilities.
• High level of integrity, confidentiality, attention to detail, and commitment to ethical administration.
• Strong stakeholder management and cross-functional collaboration skills.
• Ability to work under pressure, manage deadlines, and make sound administrative decisions.
• Proactive mindset with strong risk-management and continuous-improvement orientation.
• Proficiency in Microsoft Office Suite and office management software.
• Strong customer service and interpersonal skills.