Position Title: Administrative Support Officer

Department: Operations

Employment Type: Contract

1. Job PurposeThe Administrative Support Officer will provide essential administrative and operational assistance to ensure the smooth running of daily business activities. The successful candidate will support record management, communication, scheduling, documentation, and general office coordination while maintaining professionalism, confidentiality, and efficiency.2. Key ResponsibilitiesA. Office Administration

• Manage day-to-day administrative tasks to support office operations.

• Organize, maintain, and update physical and electronic filing systems.

• Receive, sort, and distribute incoming correspondence and deliveries.

• Prepare, print, photocopy, scan, and file documents as required.

• Maintain office supplies and monitor stock levels, reporting replenishment needs.

B. Data Entry and Record Management

• Enter, update, and maintain accurate information in company databases and spreadsheets.

• Maintain employee, client, supplier, and operational records as assigned.

• Ensure documents and records are properly organized, accessible, and secure.

• Assist in preparing routine administrative reports and summaries.

C. Communication and Coordination

• Answer telephone calls, respond to routine inquiries, and direct requests to the appropriate departments.

• Manage emails and other business correspondence professionally.

• Coordinate appointments, meetings, and internal schedules.

• Communicate with clients, suppliers, employees, and other stakeholders when required.

D. Meeting and Operational Support

• Assist in organizing meetings, including preparing agendas, arranging meeting rooms, and distributing relevant documents.

• Take meeting minutes and follow up on assigned action items when required.

• Support travel arrangements, bookings, and logistical coordination.

• Assist other departments with administrative tasks to facilitate efficient workflow.

E. Customer and Visitor Support

• Welcome visitors and direct them to the appropriate personnel.

• Provide courteous and professional assistance to clients and other stakeholders.

• Handle routine inquiries and escalate complex issues to the relevant supervisor.

• Maintain a professional and organized reception or office environment where applicable.

F. Compliance and Confidentiality

• Handle confidential company information responsibly.

• Follow established administrative procedures and internal policies.

• Ensure accurate documentation and proper record retention.

• Report administrative challenges, discrepancies, or operational issues to the supervisor.

3. Qualifications and RequirementsEducation

• A diploma or certificate in Business Administration, Office Administration, Secretarial Studies, or a related field.

• A relevant degree will be an added advantage.

Experience

• At least 1 year of experience in an administrative, clerical, office support, or customer service role is preferred.

• Fresh graduates with strong organizational and computer skills may also be considered.

Technical Skills

• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.

• Familiarity with Google Workspace and digital filing systems is an advantage.

• Accurate data entry, document preparation, and record-keeping skills.

4. Required CompetenciesThe ideal candidate should demonstrate:

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Attention to detail and accuracy.

• Professionalism and a customer-focused attitude.

• Ability to multitask and prioritize competing responsibilities.

• Integrity and the ability to handle confidential information.

• Teamwork and interpersonal skills.

• Initiative and the ability to work with minimal supervision.

• Willingness to learn and adapt to changing operational requirements.

5. Performance Indicators (KPIs)Performance will be evaluated based on the following indicators:

• Accuracy of records: Timely and accurate completion of data entry, filing, and documentation.

• Task completion: Administrative assignments completed within agreed deadlines.

• Communication efficiency: Prompt and professional handling of calls, emails, and inquiries.

• Document management: Proper organization, accessibility, and security of company records.

• Office coordination: Effective support for meetings, schedules, and daily operations.

• Responsiveness: Timely handling of requests from supervisors and other departments.

• Compliance: Adherence to company policies, confidentiality requirements, and administrative procedures.

6. Working Conditions

• The position may require working at the client's designated office or operational premises.

• The successful candidate must be willing to perform routine administrative and clerical duties.

• Working hours, remuneration, benefits, and other employment terms will be communicated during recruitment and engagement.

• The role may occasionally require additional responsibilities to support business operations.

7. Application RequirementsInterested candidates should submit an updated CV to careers@gwaraventures.com

Gwara Ventures is seeking a results-driven B2B IT Sales Executive with proven experience in selling software, hardware, and technology solutions to businesses.

Key Responsibilities

• Identify and develop new B2B sales opportunities through cold calling, email, LinkedIn, referrals, and networking.

• Sell IT hardware, software, licenses, subscriptions, and related technology solutions.

• Build and maintain relationships with business owners, IT managers, procurement teams, and other decision-makers.

• Understand client needs and recommend appropriate IT solutions.

• Prepare quotations, proposals, presentations, and commercial offers.

• Manage the full sales cycle from prospecting and qualification to negotiation and closing.

• Meet and exceed monthly and quarterly sales targets.

• Maintain an active sales pipeline and provide regular sales reports.

• Identify opportunities for upselling, cross-selling, and recurring software sales.

• Work closely with technical and operations teams to ensure smooth delivery.

Requirements

• 2+ years of B2B IT sales experience, preferably selling both software and hardware.

• Proven track record of meeting or exceeding sales targets.

• Strong understanding of IT products and solutions.

• Experience selling to corporate and SME clients.

• Excellent communication, presentation, negotiation, and closing skills.

• Strong lead-generation and prospecting abilities.

• Self-motivated, target-driven, and commercially minded.

• Diploma or degree in IT, Business, Sales, Marketing, or a related field is an advantage.

How to Apply

Interested candidates should send their CV to:

careers@gwaraventures.com

Subject: B2B IT Sales Executive Application