The key part of the assistant officer job responsibility is to assist the program officer in the daily routine carried out in the office to run all project or administrative matter smoothly. The assistant officer is answerable to the following tasks to the immediate supervisor.
Assist the line manager in
terms of meeting the dateline of the daily activities, coordinate with
supervisor to take the actions against the specific tasks assigned to him/her.
Monitor and control all running a task on a daily basis and update the supervisor
about the work progress.
Orient the new employees with the organization’s financial, administrative, and personnel policies and get the
undertaking certificate from all. Allocate specific space for all employees
with the guidelines of the administrative officer. Collect all personal,
educational, experience, or family-related details and provide it to the human
resource department for personnel file records.
Initiate procurement plan
under the guidance of the supervisor and issue requests for quotations to all
suppliers. Consolidate all quotations rates and prepare a comparative statement
for further process and issue the purchase order to the selected suppliers and
received all items in good condition.
Update the good receiving note and incorporate all documents with
payment invoices.
Maintain items inventory in
stock register with full details i.e. product name, no of items, and issuing
signatures from the staff. Prepare monthly supplies and demand comparisons and get
financial figures from the finance department.
Process all expenses related
to official expenditures according to the financial policies. Attaché all
related papers with the payment invoice for the fast process. Maintain and update quotations file and get fresh
quotations after every six months from suppliers. Keep all supplier's contact
details i.e. postal address, landline number, or cell number for quick
communication.
Make sure all administrative
staff including drivers having a valid contract letter with all specified
benefits. Do the process of life and
health insurance of administrative staff with the coordination of the human resource
department annually. Collect all
information on the dependent list and make sure all addition and deletions are
correct before submitting to human resources for further process.
Conduct periodically surveys
among the employees to get feedback regarding the office environment, working
conditions, reporting channel and pay and compensation to determine the
employees mind and take the appropriate suggestions including doable
recommendations to the line manager. With the support of the human resource department,
review the employee’s benefits and share inputs to a better level.
Maintain employee’s
performance record and share the findings with concerned line manager for
review and decision. Support finance department to settle all financial matters
or pending invoices timely, undertake all administrative job responsibilities
with a positive mind and deliver the best of the best results.
Receive all official guests on
behalf of the organization and arrange meetings with the concerned line manager.
Arrange hi-tea and lunch for the guest if needed or arrange hotel accommodations
accordingly. Keep close communication
with well-known hotel management in the city. Collect all room rent. Lunch dinner
tariffs from all hotels and shares them with all employees.
Arrange two-time official tea
to all employees in-office time, and maintain daily expenses details with
support of admin assistant. Fix official tea rate with canteen manager on a quarterly basis and review monthly expenses.
Assistant Administrator Salary:
The salary of an assistant the administrator is varying with the market competition. An experienced assistant administrator gets
approximately 600 to 700$ but fresh candidates without work experience are
getting less the 500$ salary in the corporate sector.
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