Officer- Buildings & Facilities

About this opportunity

Strategy Support the department in executing daily administrative and reporting activities in line with approved policies and procedures. Ensure timely completion of assigned administrative tasks, documentation, and data entry activities in compliance with organizational standards. Assist in implementing approved processes and guidelines to support departmental objectives. Operations Maintain and update departmental records, files, and databases in both physical and electronic formats while ensuring accuracy and confidentiality. Prepare and process correspondences, memos, and internal communication for review and approval. Coordinate scheduling requests, meeting arrangements, and logistical requirements for departmental activities. Assist in maintaining attendance, leave, and permission records in the Time & Attendance or related systems, and support preparation of periodic reports. Provide administrative support for onboarding activities such as preparing access cards, stationery, and office setup for new employees. Monitor and replenish office supplies and coordinate maintenance or repair of office equipment. Perform clerical tasks including document scanning, photocopying, archiving, and distribution of incoming and outgoing correspondence. Assist in handling internal requests, complaints, and task closures through approved RTA systems and tools. Support coordination with HR, Procurement, and Finance for routine administrative requirements (training nominations, requests, purchase orders, etc.). Product / Process Improvement Follow approved administrative procedures and filing systems to ensure consistency and compliance with information security requirements. Identify minor gaps or repetitive issues in administrative processes and escalate them to the Senior Officer or Supervisor for resolution. Participate in departmental initiatives and awareness sessions on new systems, digital tools, and administrative standards. Contribute to continuous improvement by maintaining accurate data and providing feedback from daily operations. High School/ Diploma in related field 2+ Years in case of Diploma (5+ years in case of High School) in related field Basic experience in executive communication and professional correspondence Familiarity with general administrative practices and office coordination Exposure to intranet management and content governance processes Ability to support presentation design and executive reporting activities General understanding of the organization’s business context and operations Basic knowledge of technical reporting and documentation practices Familiarity with committee and team governance processes Exposure to knowledge and innovation management initiatives Understanding of policy implementation and compliance management requirements Awareness of quality, health, and safety compliance standards Basic stakeholder engagement and protocol management skills