Our vision
That every child receives one daily meal in their place of education and that all those
who have more than they need, share with those who lack even the most basic things.
Our mission
To enable people to offer their money, goods, skills, time, or prayer, and through this
involvement, provide the most effective help to those suffering the effects of extreme
poverty in the world’s poorest communities.
Our values
Confidence in the innate goodness of people – respect the dignity of every human
being and family life – good stewardship of resources entrusted to us.

Job purpose
The Administration Officer will coordinate the timely, effective and efficient provision of
Administrative support in all MML offices to ensure proper oversight of MML premises
and office equipment.

Administration Officer

Job description: Administration Officer 2

Job description: Administration Officer 3
Key activities
Travel:
• Coordinate and facilitate the flights bookings for international travel
• Facilitate pick up and drop off visitors from and to the airport and the logistics relating to their
stay
• Develop joining instruction and welcome package for new staff and guests
• Arrange accommodation for staff and guests
• Maintain list of approved hotels
• Facilitation of Expatriate staff
• Immigration document processing – work permits etc
• Ensuring that international staff have valid visa documents all the time
• Update tracker to monitor visa expiry dates.
• Maintaining an updated database for expatriate issues.
Office Management
• Develop and maintain internal cleanliness standards of office premises to ensure a good
working environment
• Ensure routine service of office assets
• Ensure timely payment of rent, mobile credit and other recurrent costs
• Maintain files for all recurring costs
• Manage office supplies stock and place orders, ensuring all areas are well stocked with
necessary items at all times-Adequate stock of break tea, office stationery and cleaning
supply materials
• Maintain list of approved Caterers
• Support in renewing MML operating licences, business permits and other statutory
requirements
Guesthouse Management
• Ensure proper utilities for guest house are well stocked e.g. cooking gas and water
• Ensure proper maintenance of guest houses -report any repairs needed.
• Maintain files for all recurring costs
Property and Maintenance Management
• Overall responsible for the maintenance and repairs of premises fixtures and fittings
• Supervision of routine compound cleaning and periodic cleaning arrangements
• Handle utilities and office equipment repairs on an ongoing basis and serve as a liaison
between MML employees and outside contractors called in to fix related problems (minor
electrical, utilities, ACs etc)
• Manage fixtures, utilities and household equipment maintenance and preventive schedules
• Point person for office equipment maintenance and general housekeeping
• Communicate with utility, maintenance and repair vendors falling under administration and
respond to urgent maintenance calls
• Ensure premises are kept clean and, furniture and equipment are stored in correct condition
and locations
• Ensure office, utilities and environment are clean and in good working condition.
• Supervise all cleaners including office, guesthouses, wellbeing centre and compound
• Liaise with respective Program or School Feeding Managers on utilities, cleaning and other
administrative functions in the outstation offices for smooth running of the offices without
designated administration personnel

Job description: Administration Officer 4
Office facilities
• In coordination with HR, ensure availability of office desk, stationery and other working
equipment for staff
• Ensure proper use of movable assets, and report broken
• Book meeting rooms as required and ensure availability of refreshments when necessary
Registration
• Timely payments of registration fees and other statutory recurrent obligations
• Ensure Administrative contracts / certificates are managed and safely kept.
Hospitality
• Support CD’s office and schedule appointments
• Maintain organisation calendar
• Oversee hospitality of MML visitors
• Point of contact for visitors
• Schedule in-house and external events
Reports, Record Keeping & Storage
• Organize a filing system for important and confidential company documents
• Maintain and update the company database
• Distribute and store correspondence
• Any other ad hoc duties as required.

Job description: Administration Officer 5

Qualifications, skills and experience Essential Desirable
• High School/ Secondary school graduate ✓

• Degree in Business Administration or related field ✓

• Minimum 2 years’ experience in similar role or as
Administrator

✓

• Computer literate with experience in office
management software like MS Office (MS word, MS
excel in particular)

✓

• Excellent planner with good organisation skills and
attention to detail

✓

• Well composed with excellent verbal and
communication skills

✓

• Ability to work under pressure and to meet deadlines ✓
Key relationships

Reports to: Head of
Finance & Operations

Internal relationships:
Accountant, Finance,
Logistics team, Program
team, HR

External relationships:
Venues, NGO forum,
caterers, immigrations

Direct reports: N/A

Job description: Administration Officer 6
• Working knowledge of office equipment and office
management tools

✓

• Solid knowledge of office procedures ✓

Mary’s Meals International team member competencies
All Mary’s Meals International employees approach their role in line with the 7S
competency model.
Self

• I demonstrate resilience
• I lead by example
• I’m authentic and true to Mary’s Meals values
• I develop myself and set stretching goals
Service • I have a vocational attitude to my work

• I inspire hope in others
• I build belief that even difficult challenges can be solved
• I am committed to serving and enabling all who want to
be part of the global movement
• I work to ensure our future will be even better than our
past

Simplicity

• I communicate effectively

• I follow clear decision making criteria
• I create plans that are easy to follow and contribute to
organisational goals
• I embrace inclusivity and diversity
• I focus on delivering results

Stewardship

• I pay attention to the things that matter – (a) our physical

resources; (b) our people
• I nurture, develop and respect our relationships with
external stakeholders
• I deliver on my promises
• I am happy to be held accountable and to hold others to
account

Strategy

• I have a point of view about the future

• I know our stakeholders and see our priorities clearly
• I help others to work in ways that have the greatest
impact
• I work to deliver my objectives

Strengthen

• I contribute to a positive work environment
• I help and support those around me

Job description: Administration Officer 7
Success • I maintain my technical competence
• I contribute to the success of my team
• I am accountable
• I embrace change

Changes to the job description
As the organisation evolves, job descriptions may need to be reviewed and if
appropriate, changed. Such changes may be initiated as necessary by the manager
of this position in consultation with the employee. This job description may also be
reviewed as part of preparation for the annual Personal Development Review.
To apply, please send your CV (maximum 3 pages) with details of three professional
references (emails and cell numbers) and a cover letter explaining why you are
interested in the role, Click the apply button below.
Your covering letter should make a compelling case for why you feel motivated to work
for Mary’s Meals Liberia in this role, as well as giving a concise overview of your most
relevant skills and experience and should fill no more than two pages of A4.

As part of our commitment to safeguarding children you will be required to provide an
up to date Police Clearance of good conduct (Liberian nationals) Closing date:
Tuesday, December1st

, 2020 at 5pm. Interviews: Interview dates will be
communicated to shortlisted candidates. While Mary’s Meals Liberia will endeavour to
contact all candidates within a reasonable time, this may not always be possible due
to limited resources. Therefore, if you have not heard from us within two weeks of the
closing date, you can assume that your application has, on this occasion, been
unsuccessful. Mary’s Meals Liberia is an equal opportunities employer. All applicants
will be judged strictly on the basis of merit.
Please note: A second interview stage may be required.
Mary’s Meals is an equal opportunities employer, all who meet the criteria are
encouraged to apply.