Purpose of Job

• To organize day-to-day operations; perform various administrative tasks and provide administrative support to an assigned team.
• To coordinate all administrative processes and activities to ensure the teams activities run smoothly.
• To avail the provision of high-quality service to team members.

Key Accountabilities

• Provide administrative support in order to optimize workflow procedures in the office.
• Maintaining hard copy & electronic files and records so they remain updated and easily accessible.
• Planning and co-ordination of appointments, meetings and maintain calendar.
• Where applicable treat information with the utmost confidentiality.
• Facilitate the workflow of manager/s and immediate team members by managing their diaries.
• Liaising with colleagues and external contacts to book travel and accommodation.
• Arranging both in-house and external events such as conferences, meetings, and travel reservations for office personnel.
• Attends meetings, write effective meeting minutes and distribution thereof.
• Supports the team with filing and administration duties.
• Compose letters, memorandum, develops charts, graphs, and diagrams.
• Prepare materials for workshops, conferences, meetings, duplicates/collates and distribution.
• Ensures the office “building” is well maintained, reporting all deviations and follow up.
• Optimize and control resources cost effectively within budget.
• Ensure performance and quality of internal capabilities.
• Maintains files and financial records, attendance reports, leave records, trip records and logs Proofreads and edits documents.
• Logs IT and operational problems/requests on behalf of the team, and ensures that they are resolved.
• Maintains databases, distribution lists and organograms for the team.
• Maintains and processes forms and monitors and controls the management team leave schedules.
• Co-ordinates and implements office procedures and frequently has responsibility for specific projects and tasks.
• Demonstrate the ability to use technology and equipment.
• Sorts and distributes incoming post and organises and sends outgoing post.
• Adhere to all safety standards and procedures.
• Application, adherence and compliance of legal requirements, policies, practices, standards, procedures, guidelines and methods.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
• Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.
• Provide solutions aligned with business unit goals and values aligned legal requirements.
• Manage work planning and delivery according to timelines.
• Serve stakeholders through quality information, service solutions and value creation.
• Provide efficient and high quality services to internal and external customers.
• Apply a collaborative and consultative approach which consistently meet business needs.

Formal Education

• High School / School Diploma or similar

Working Experience

• Experience: 3+ relevant years