Administrative Officer (Field Operations)

Job Summary The Administrative Officer (Field Operations) is the critical linchpin ensuring operational excellence and continuity across a cluster of Registration Centers. This multifaceted role combines field supervision, stakeholder liaison, logistics coordination, and human resource administration. The officer acts as the primary bridge between Headquarters (HQ) and field sites, responsible for maintaining smooth operations, resolving field-level challenges, and ensuring the team is supported, compliant, and effective in meeting registration targets in both urban and rural settings Position Title: Administrative Officer  Required No : Fifteen (15)  Department: Field Operations & Administration  Reports To: Regional Manager / Project Manager  Location: Assigned Region with extensive travel across Registration Centers  Employment Type: Contract Key Responsibilities 1. Field Team Supervision & Support: Provide direct daily supervision and support to Registration Officers and Registration Supervisors within the assigned area. Monitor team performance against daily/weekly targets, providing coaching and feedback to ensure quality and efficiency. Conduct routine spot-checks at Registration Centers to verify adherence to standard operating procedures (SOPs), data integrity protocols, and professional conduct. Act as the first point of escalation for complex operational or registrant issues that cannot be resolved at the center level. 2. Stakeholder Engagement & Government Liaison: Proactively engage with local government officials, community leaders, and relevant authorities to secure necessary permissions, support, and cooperation for registration activities. Represent the project professionally in local meetings, fostering positive relationships to facilitate smooth center operations and community mobilization. Address and resolve any local concerns or misunderstandings regarding the registration process in collaboration with stakeholders. 3. Logistics & Mobility Coordination: Plan and coordinate all logistics for team movements between registration locations, including urban sites and remote rural areas. Manage the inventory, distribution, and maintenance of non-technical operational supplies (e.g., forms, stationery, consumables). Arrange temporary accommodations, per diems, and local transportation for field staff as required during deployment to new locations. Ensure all registration kits and equipment are securely and efficiently transported between sites. 4. Human Resource Administration: Assist in the onboarding of new field staff (Registration Officers & Supervisors) within the region, ensuring they complete necessary documentation and initial orientation. Manage field-level staff attendance, leaves, and timesheets, submitting accurate reports to HQ HR. Execute the initial stages of the disciplinary process in consultation with HQ HR, including documenting incidents, issuing formal warnings, and recommending corrective actions within a limited delegated authority (excluding termination). Promptly report staff turnover and coordinate with HQ to initiate the recruitment of replacements to minimize operational disruption. Serve as the primary communication channel for HR policies, updates, and welfare issues between HQ and field staff. 5. Reporting & Communication Bridge: Prepare and submit daily/weekly operational reports to HQ, covering progress, challenges, staffing status, and stakeholder updates. Relay critical information, policy updates, and technical advisories from HQ to all field centers in a clear and timely manner. Communicate field realities, challenges, and staff feedback effectively to HQ management to inform decision-making.