JOB DETAILS:

The Office Administration Intern will support the daily administrative and procurement functions of the organization to ensure smooth and efficient office operations. This role is responsible for assisting in procurement processes, coordinating office logistics, maintaining proper recordkeeping, and providing general administrative support to enhance the functionality and comfort of the office environment.

Key Responsibilities

Procurement Support

• Monitor and maintain inventory of office supplies; initiate replenishment as needed.
• Conduct market research to identify potential suppliers and obtain competitive quotations.
• Verify deliveries of supplies such as newspapers, water, and celebratory items to ensure accuracy against invoices.
• Maintain proper records of store inventory and track the issuance of office supplies.

Administrative Support

• Assist in coordinating office operations to ensure adherence to organizational policies and procedures.
• Manage access control and implement basic office security protocols.
• Support the maintenance of office spaces, coordinating repairs and ensuring all equipment is functioning.
• Liaise with cleaning staff to ensure office premises remain clean and organized at all times.
• Handle incoming calls, emails, and correspondence, routing them to appropriate personnel.
• Assist with basic budgeting and recordkeeping tasks.
• Support scheduling of staff travels arrangements and logistics for office-related activities.
• Maintain and update proper records of the Fleet tracker.
• Prepare and submit daily administrative reports as required.

Meeting Coordination

• Prepare and set up meeting rooms, ensuring required materials and equipment are available.
• Organize guest parking and logistics for in-person meetings.
• Schedule and follow up on internal and external appointments.

Education and Experience

• Bachelor’s degree in business administration, Office Management, Procurement, or a related field.
• Prior internship or volunteer experience in a similar administrative or office support role is an added advantage.
• Strong organizational and time management abilities.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Attention to detail and ability to multitask in a fast-paced environment.