Reports to: Department Manager
Division: Production
Department: Lake Operations, Hatchery and Hardware & Expansion
Grade: M1
Direct Reports: None

Job Overview

The Administration Assistant supports the Aquaculture Production Department by managing administrative tasks that ensure smooth operations across Lake Operations, Hatchery, and Hardware units. The role is responsible for maintaining accurate records, organizing files, coordinating staff logistics, and supporting HR and procurement processes. The Assistant ensures efficiency in documentation, communication, and day-to-day departmental coordination.

Key Responsibilities

1. File & Record Management

• Organize and maintain departmental files (physical and digital) for easy retrieval.
• Keep updated records of production activities, maintenance logs, and compliance reports.
• Ensure secure storage and proper archiving of sensitive documents.

2. HR & Staffing Administration

• File and track staff leave applications, duty rosters, and attendance records.
• Assist in preparing hiring requisitions and tracking staffing needs from department leads.
• Maintain updated staff training, certification, and safety records.

3. Procurement & Requisition Support

• Prepare and submit purchase requisitions for consumables, tools, and equipment.
• Track requisition approvals and deliveries, ensuring timely availability of supplies.
• Maintain inventory and usage records for office and field consumables.

4. Transport & Logistics Coordination

• Organize transportation for staff, materials, and equipment to and from sites.
• Maintain transport schedules and ensure efficient allocation of vehicles/boats.
• Support coordination of field allowances, accommodation, and other staff welfare needs.

5. Communication & Reporting

• Draft and circulate internal communications, notices, and meeting minutes.
• Support preparation of weekly and monthly departmental reports.
• Act as a link between Production, HR, Finance, Procurement, and other departments.

6. Compliance & Safety Documentation

• File and track health, safety, and environmental incident reports.
• Maintain updated compliance checklists and certifications.
• Support audit readiness by ensuring all departmental documents are organized and up to date.

Qualifications & Experience

• Bachelor’s degree/Diploma in Business Administration, Office Management, or related field.
• Minimum of 2 years of administrative experience (preferably in aquaculture, agriculture, or production settings).
• Strong organizational and multitasking skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Key Competencies

• Excellent file management and organizational skills.
• Strong interpersonal and communication abilities.
• Ability to prioritize tasks and meet deadlines.
• Discretion and professionalism in handling confidential information.
• Flexibility to support both field and office operations.

Key Responsibilities

1. File & Record Management

• Organize and maintain departmental files (physical and digital) for easy retrieval.
• Keep updated records of production activities, maintenance logs, and compliance reports.
• Ensure secure storage and proper archiving of sensitive documents.

2. HR & Staffing Administration

• File and track staff leave applications, duty rosters, and attendance records.
• Assist in preparing hiring requisitions and tracking staffing needs from department leads.
• Maintain updated staff training, certification, and safety records.

3. Procurement & Requisition Support

• Prepare and submit purchase requisitions for consumables, tools, and equipment.
• Track requisition approvals and deliveries, ensuring timely availability of supplies.
• Maintain inventory and usage records for office and field consumables.

4. Transport & Logistics Coordination

• Organize transportation for staff, materials, and equipment to and from sites.
• Maintain transport schedules and ensure efficient allocation of vehicles/boats.
• Support coordination of field allowances, accommodation, and other staff welfare needs.

5. Communication & Reporting

• Draft and circulate internal communications, notices, and meeting minutes.
• Support preparation of weekly and monthly departmental reports.
• Act as a link between Production, HR, Finance, Procurement, and other departments.

6. Compliance & Safety Documentation

• File and track health, safety, and environmental incident reports.
• Maintain updated compliance checklists and certifications.
• Support audit readiness by ensuring all departmental documents are organized and up to date.

• Strong organizational and multitasking skills
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

• Bachelor’s degree/Diploma in Business Administration, Office Management, or related field
• Minimum of 2 years of administrative experience (preferably in aquaculture, agriculture, or production settings)