Office Administrator

Company Overview:

The Center for International Private Enterprise (CIPE) strengthens democracy around the world through private enterprise and market-oriented reform. CIPE is one of the four core institutes of the National Endowment for Democracy and is an affiliate of the U.S. Chamber of Commerce. Since 1983, CIPE has worked with business leaders, policymakers, and civil society to build the institutions vital to a democratic society. CIPE’s key program areas include Enterprise Ecosystems, Democratic Governance, Business Advocacy, Anti-Corruption & Ethics and Trade.

Scope: The Office Administrator will manage and maintain the physical office space(s) and facilities of CIPE’s Africa Regional Hub and support all regional staff and visiting CIPE staff with in-country logistics and administrative tasks. The office administrator’s primary will maintain a fully functional, aesthetically pleasing, safe and conducive working environment. This includes providing support for daily office operations to run smoothly by managing administrative tasks such as logistics, scheduling, maintaining office resources, inventory, and facility management. In addition, this position will serve as the security focal person for regional programs particularly for the Hub Office working closely with CIPE HQ security team  on security and risk management.  
Key responsibilities include handling correspondence, managing schedules and appointments, ordering supplies, overseeing filing systems, assisting with travel booking, credit card liquidation, petty cash management, and acting as a point of contact for visitors and internal teams. In addition, he/she will be in charge of managing the region’s security strategy, guidelines, policies, and procedures, collaborating with CIPE HQ security team and the regions program/ functional staff and identifying security risks concerns; and developing responding plans at varying risk levels This role requires strong organizational, communication, and multitasking skills to keep a workplace efficient. 
 

Key Responsibilities: 

Administrative Support:

• • Handling incoming and outgoing correspondence (emails, phone calls, mail). 
  • Scheduling and coordinating meetings, appointments, and travel arrangements for staff
  • Travel booking working in close collaboration with the hub staff and travel agent

• • Managing the regiones logistics operations, and implement process improvements to enhance logistics operations

• • Processing and managing petty cash expenses, admin related invoices, expense reports, and other financial documents. 
  • Organizing and maintaining physical and digital files. 
  • Assisting with non-programmatic related events, staff meetings, and team-building activities. 

• • Overseeing and ordering office supplies. 
  • Maintaining a clean and organized workspace and aesthetically pleasing office environment at all times.
  • Managing office equipment and coordinating maintenance. Oversee facility maintenance (repairs, utilities, décor, and workspace organization).
  • Serving as the first point of contact for visitors and vendors, managing incoming and outgoing mail, and ensuring clear communication within the office. 
  • Supervise office cleaning staff and vendors to ensure daily upkeep and spotless facilities.
  • Manage office supplies, refreshments, and equipment inventory, ensuring availability and cost efficiency.
  • Coordinate workspace arrangements to maintain functionality, comfort, and design consistency.

• • Act as the security focal person and prime contact for CIPE Africa regional hub operation areas
  • Provide the HQ Security team and the regional Hud Director with strategic advice based on changes to the context in security and risk management of the region
  • Ensure all staff are fully aware of the security context of the country and all operational areas.
  • Minimize/mitigate security risks to staff, assets, operations, and image of the regional hub
  • Act as an adviser to the regional Hub during a crisis and take lead as and when delegated
  • Identify and report all the security information and events, especially those could have an impact on CIPE Africa’s operations.
  • Work closely with all staff to ensure that safety and security incidents are reported in accordance with CIPE standards.
  • Conduct regular security & safety assessments of offices, regional offices, Field offices, warehouses to identify any vulnerabilities and give appropriate recommendations.
  • Ensure the installation, monitoring, servicing, and replacement of safety equipment in CIPE Africa hub buildings (fire extinguishers, etc.).
  • With the support of the HQ security team, provide Safety & Security trainings to CIPE Africa staff, based on the findings of the Security Risk Assessment.

Qualifications: 

• National Diploma, Higher National Diploma or a Bachelor’s degree in any relevant field.
• Minimum of 5+ years of administrative experience or any relevant experience.
• Solid knowledge of administrative procedures such as inventory management, facility management, scheduling & travel logistics, and basic accounting knowledge is a plus.
• Advanced Microsoft office skills and good judgement.
• Excellent written and verbal communication skills in English.
• High ethical standards and ability to manage confidential information.
• Strong organizational and time management skills.
• Excellent interpersonal skills.