Job Summary
Administrative Assistant is position that entails a variety of administrative roles including providing administrative support to ensure efficient operation of the office, supporting Senior Management Team, Heads Of Departments and employees through a variety of tasks related to organization and communication.
Minimum Qualification:Bachelor
Experience Level:Management level
Experience Length:5 years
Job Description/Requirements
The Administrative
Assistant will be required to perform the following duties and
responsibilities:
Coordinating meetings and
conferences where applicable
Monitoring of work plans in
conjunction with DOMD from time to time
Scheduling appointments for
administrative staff
Administer staff retirement
benefits scheme by liaising with the service provider to avail staff
statements occasionally.
Liaising with the fund
managers/service providers to process employees’ withdrawal benefits upon
staff separation. This should be done concurrently when the staff is being
separated from the institution.
Monitoring the use, maintenance
and assigning office equipment such as work tables, computers etc.
A key person in receiving and
verification of materials and supplies for the administrative department
and assisting the admin team in the overall verification of materials by
signing materials delivery verification form.
Provide general assistance
support to teams and other visitors to the institution occasionally.
You will be the secretary to
the Procurement Committee whose terms of reference are stipulated in the
Financial Policy document.
Book and organize travel
arrangements for teams, administrative staff if need be.
Preparing administration daily
reports and compiling all the departments’ reports and sharing with SMT on
a daily basis.
Produce and distribute
correspondence memos, letters of administrative nature from time to time.
A key person in managing
visitors that enter the institution either through appointments or
non-appointment issues of the institution.
Liaising with the Director of
Operations/Operations Manager and Facilities supervisor in updating and
processing motor vehicle licenses, insurances etc.
Following up motor vehicle
accidents together with Facilities Supervisor involving CPA vehicles by
making sure that the driver reports any accident to the police for
necessary action.
Liaising with the CPA motor
vehicle insurance company to report accidents where fault is not committed
by CPA driver(s) and following up any unsettled claims with the insurance
accordingly.
Generating and managing CPA
schedules, calendar of events/activities and advising the SMT/HODs/HR on
upcoming events that need attention amongst staff/SMT/HODs/HR.
You will attend the SMT
meetings as the organ secretary in charge of taking minutes during
meetings and sharing the minutes appropriately. You will however not
subject to voting when a decision is expected to be arrived at through
voting in the meeting. However, you will be required to give your contributions
and opinions in matters discussed.
You will be in charge of scheduling
meetings which will include SMT’s, HOD’s and Staff meetings per the agreed
frequency of the meetings.
Perform other related duties as
assigned from time to time.
QUALIFICATIONS/ REQUIREMENTS.
• Exceptional analytical and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Time Management skills
• Report writing skills
• Keen to details
• Honest, ethical, and dependable
• Mediation and conflict resolution skills
• Positive, go-getter attitude
• Expert stress management skills and ability to make important decisions under pressure
• Attentive listener; understanding, empathetic, and personable
• Bachelor’s Degree in business administration, or related field
• Proficient with Microsoft Office
• General knowledge of employment laws and best practices
• Excellent communication and organizational skills
• Highly computer literate in Microsoft Suite (especially Excel)
• A proven leader with strong interpersonal skills, keen to motivate and effectively educate and connect department managers and employees regarding all Administrative matters
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