Assistant/Executive – Administration & Personnel

Job description

To manage and execute office administration, facilities maintenance, procurement activities, personnel administration as well as supports on District training function. The role also provides cross‑functional support for reception, travel administration, and invoice processing to ensure uninterrupted administrative and personnel services.

Responsibilities and duties include, but are not limited to, the following:

• Manage day‑to‑day office administration and facilities operations
• Coordinate maintenance, repairs, cleaning, pest control, and equipment servicing
• Liaise with landlords, building management, and service providers
• Monitor office safety, housekeeping, and workspace readiness
• Manage sourcing, ordering, and replenishment of office supplies and services
• Coordinate procurement documentation, invoice follow‑ups and expense administration
• Maintain vendor records, contracts, and asset registers
• Track and coordinate renewal of office licenses, permits, and subscriptions
• Maintain accurate administrative and compliance documentation
• Provide backup support for Admin and Personnel operations during absences or peak workload
• Support reception duties, travel administration, and invoice processing
• Assist with coordinating interviews, onboarding and offboarding as and when required To ensure a safe, efficient and well‑maintained workplace
• Supports the training needs of the district and its employees in line with regional and global strategies which includes but not limited to supporting local training needs analysis, delivery, implementation, evaluation and follow up

Qualifications

Diploma / Bachelor’s Degree in Business Administration or related field Minimum

• 2 years of administration, facilities, or procurement experience Good knowledge of computer and MS Office applications Good command of written and spoken English Organized, practical, and solution‑oriented
• Excellent communication and interpersonal skills, very customer minded and detail oriented Proactive, meticulous and able to take good ownership of tasks assigned
• Strong coordination, negotiation, vendor management and follow‑up skills