Job title

Administration Officer



Business Support


Reporting to

Administration & Procurement Manage


Job Code





Main purpose of job

The job comprises functions of clerical nature, requiring limited knowledge of office management systems and procedures. Clerical duties may conform to the office procedures of individual establishments and may include a combination of answering telephones, bookkeeping, word processing, stenography and filing.





The Administration Officer has responsibilities in the following areas:

  Prepares technical specifications for request for proposals, including terms and conditions and evaluation criteria.

  Prepares and develops bid documents and supplier bid lists to obtain competitive quotations on commodities and services.

  Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up.

  Collect, and disburse money, do basic bookkeeping and perform banking transactions.

  Provides support to other departments of the organization and organizes projects of the company.

  Processing expense/travel claims, travel tickets and logistics arrangement etc

  Co-ordination of signing and distribution of documents and some internal memo updates or spreadsheet updates pertaining to various internal processes locate and attach appropriate files to incoming correspondence requiring replies.

  Maintaining document repository and also OIF internal folders or project folders with all key documents as defined by internal deal flow and Due diligence processes assisting with the preparation of presentations for internal and external meetings

  Processing expense/travel claims, travel tickets and logistics arrangement etc., maintaining contact databases and portfolio company library/document preparation which is critical to manage portfolio management activity compose, and distribute meeting notes, routine correspondence, and reports.


  Schedule and maintain event calendars.

  Schedule and confirm appointments for clients, customers, or supervisors.

  Manage office stationary.

  Arrange conferences, meetings, and travel reservations for office personnel.

  Complete work schedules, manage calendars and arrange appointments.

  Type, format, proofread and edit correspondence and other documents.

  Review files, records, and other documents to obtain information to respond to requests.

  Process and prepare documents, such as business or government forms and expense reports.

  Prepare meeting agendas, attend meetings, and record and transcribe minutes.

  Make travel arrangements for office personnel.


Person Specifications

Qualifications and experience

  Bachelors Degree of Business Administration.


Personal attributes

  He/she should have managerial skills and should provide necessary support and co-ordination to his subordinates.

  He/she must possess good observation power. He/she should monitor the work of back office personnel.

  He/she must have excellent communication skills, written as well as verbal, to present her views with clarity.

  He/she must be confident with his goals and work.


To apply, please send your CV to and quote in the subject the Job Code (JD-ADM-AO) in no later than 18/02/2018