Administration Assistant - On Contract

Key Duties and Responsibilities

Administrative Support

• Maintain records, reports, and documentation for all facilities and project activities
• Prepare daily, weekly, and monthly status reports
• Manage correspondence, emails, and internal communications
• Schedule meetings and maintain minutes of discussions

1.Budget Monitoring and Reporting

Monitor, update, and prepare monthly budget reports, including deferred items, CRI, and expenses, for AKESI and AKA-HYD.

2.Procurement Data Tracking

Maintain accurate records of maintenance and project-related procurement data, ensuring proper tracking and accessibility.

3.Project File Management and Document Uploads

Upload and organize project files in the relevant SharePoint folders as required for audit purposes, ensuring documents received from stakeholders are properly filed and updated from time to time.

4.GHG Report Coordination update Monthly and report quarterly Receive, compile, and update GHG reports on a regular basis in coordination with the Technical Team for AKESI and AKA-HYD.

5.Facility Calendar and Maintenance Records

Ensure the facility calendar is regularly updated and verify that monthly maintenance reports are completed and updated on time.

6.Faculty Residence Charges Monitoring

Track and monitor faculty residence charges reports and ensure timely updates in share point to support the HR salary deduction process.

Key Deliverables:

• Timely and accurate reporting (MIS, maintenance logs, project updates)
• Efficient coordination across departments and vendors
• Up-to-date documentation and records in share point for audits.
• Improved turnaround time for service requests

General Requirements

• Maintain accuracy, confidentiality, and timeliness in all reports and records.
• Coordinate with internal teams and stakeholders to obtain required information and documentation.
• Ensure all files and reports are properly organized for monitoring, reporting, and audit compliance.

Data Management & Reporting

• Ensure all data is updated accurately and on time
• Prepare dashboards/reports to support data-driven decisions
• Maintain MIS / FIS / PIS and filing systems (digital and physical)

Required Qualifications & Skills:

• Bachelors degree in administration, Management, or related field
• 2-4 years of relevant experience (preferably in schools or facilities management)
• Strong organizational and coordination skills
• Proficiency in MS Office (Excel, Word, Outlook)
• Good communication and follow-up skills
• Ability to handle multiple tasks and meet deadlines