Job Ref: HR/003/05/2024

Job Purpose

Provide office administrative services including mail and messenger services to the Managing Directors office. Coordinates transport services for goods and to designated persons. Responsible for organizing of internal and external meetings on behalf of the Director ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas

Reports to Managing Director

Duties & Responsibilities

•  Taking charge of documents and files including classified materials to safeguard against unauthorised access
•  Type and dispatch mail from the Managing Directors office and ensure they are filed and delivered in a timely manner
•  Receive and open incoming mail to pass communication to the relevant individuals
•  Handle the Managing Director’s visitors and direct them accordingly for proper coordination of activities in the MDs office.
•  Assist in arranging and servicing board and senior staff meetings to ensure meetings are conducted as scheduled.
•  Manage, coordinate and maintain calendar of the Managing Director including appointments, meetings and travel.
•  Secretarial support for meetings as and when required by the Managing Director, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments.
•  Keep track of pending and upcoming appointments in order to follow up with concerned parties.
•  Process all official correspondence received as authorised.

Qualifications & Experience

•  Diploma in Secretarial studies / Front office management/Business Administration or related field from a recognised institution
•  At least three years’ (3) work experience
•  Exceptional organisational skills of self and others and ability to work without supervision
•  Maintain 100% confidentiality, demonstrate diplomacy and tactfulness
•  Well-developed communication skills both verbal and non-verbal to influence and persuade
•  Ability to remain calm under pressure and manage conflicting priorities
•  Strong Microsoft Skills for common apps
•  integrity, honesty and openness

Terms

•  3 Years contract