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.