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• Manage professional office administration and efficient operations
  of the Country Office in line with relevant CBM standards.
• Document and maintain updated administrative processes and
  procedures; initiate and lead regular reviews to ensure clarity, effectiveness
  and efficiency.
• Ensure that CBM is complying with in-country regulatory requirements
  such as registration and related annual reporting to relevant authorities
  (except financial regulatory requirements such as statutory accounts,
  audit, tax filing, social security contributions, etc., which are the
  responsibility of the Country Finance Manager).
• Effectively line-manage the administrative staff based on
  performance.
• Handle logistics including travel bookings and visitor schedules,
  including establishing a regular travel and visitors plan.
• Handle visa applications for visitors and expatriate co-workers.
• Handle the practical organisastion of office meetings, workshops,
  training, etc.
• Provide secretarial duties, including handling of official
  correspondence with authorities, business registrations, etc.
• Provide support to the Country Director specific to the operational
  requirements of his/her position, such as schedule management, minute
  taking, report writing.
• Ensure office and property/facility management, including office
  cleanliness, organising and overseeing maintenance and repair works on CBM
  premises or on CBM assets; facilitating and following up on Accessibility
  and Inclusion audits.
• Put in place and maintain relevant insurance contracts.
• Ensure professional receptionist services for the office.
• Take responsibility for record keeping and filing of important
  administrative office documentation; manage the office archive
• Coordinate timely disposal of old and obsolete office equipment and
  assets, as guided by CBM guidelines on disposal
• Ensure proper allocation, maintenance and utilization of equipment
  and office furniture especially those in the common areas;
• Maintain proper record keeping in regard to billings, service
  contracts and ensure that queries/anomalies are dealt with
• Act as the custodian of the office keys, to ensure the office is
  opened on time and properly closed at the end of the work day, following
  the relevant SOPs for office safety and security.
• Serve as custodian for and disburse petty cash fund (imprest
  account), liquidate and replenish in a timely manner.
• Support the timely procurement of goods and services to address the
  needs of the Country Office; act as a member of a vendor/supplier
  selection committee.
• Ensure oversight and management of Country Office IT systems and
  maintenance, access to Navision (where relevant), Sharepoint and other
  relevant programmes.
• Collaborate closely with the Country Finance and Regional HR Manager
  to ensure cross-functional policies, procedures and practice are
  harmonised and streamlined where relevant.
• Model and promote CBM’s values, culture and inclusive practices and
  promote disability and gender equality with colleagues.
• Serve as safety and security focal point for the Country Office,
  ensure all staff and visitors comply with Safety and Security SOP in
  country. This will involve coordination sensitization sessions, training
  and regular communication.

• Support the Regional HR Manager in ensuring on-time delivery of HR
  services and accuracy of information.
• Provide timely and consistent HR data for the Country office to
  facilitate the preparation and dissemination of HR reports.
• Submit HR recruitment / contracting requests for approval in line
  with the Authority Structure
• Support the Regional HR Manager with administrative and logistical
  aspects of expatriate co-worker assignments, such as arranging house
  leases, security, vehicle, etc.
• Facilitate the in-country recruitment and candidate selection
  process.
• Ensure employment contracts are in place and inform the Country
  Director in a timely manner of contract end-dates.
• Coordinate the process of induction & briefing for new staff in
  the Country Offices.
• Coordinate the effective implementation of the annual performance
  management process by line managers in line with agreed timelines
• Ensure all staff have up-to-date and signed job descriptions in
  place.

• The CBM Administration Officer must hold an academic degree in
  General Management, Business Administration or any other relevant field.
• At least three years of experience in a similar position within a
  reputable organisation, preferably a development organisation.
• Effective interpersonal and communication skills.
• Quality results oriented.
• Ability to work under pressure, prioritise tasks efficiently and
  meet critical priorities.
• Highly organised and self-directed, comfortable working in a
  fast-paced environment with changing priorities and under minimal
  supervision.
• Ability and willingness to work outside office regular hours.
• Ability to proactively anticipate any potential issues or risks for
  the office and submit appropriate recommendations to address them
• High level of professionalism, maturity and integrity when dealing
  with sensitive information and issues.
• An effective team player who is able to work diplomatically and with
  sensitivity with individuals from a variety of cultures, professions and
  personal backgrounds.
• Advantage of lived experience with disability.

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