Job Purpose:
Reporting to the Managing Director, the incumbent will be responsible for providing adequate administrative support to all core functions of the business; coordination of activities and operations in compliance with company policies together with supervision of administrative staff to maintain a level high performance from the administration division.
Duties and Responsibilities:
- Manages office administration staff, coordinates their schedules, and oversees their areas of responsibility i.e. insurance, stock control, etc.
- Manages fuel distribution and reconciliation
- Budget formulation for CAPEX, general office expenses and stationery
- Manage procurement/repair/disposal of office furniture and equipment
- Records management including archiving across divisions, maintains confidential records, contract management
- Attends to audit queries
- Sources quotations, prepares orders for authorization and completes goods received vouchers on delivery of goods
- Administers security systems.
- Workspace management
- Contractor liaison with office service providers
- Coordinates / assists in the co-ordination of functions and training sessions
- Coordinates meeting schedules for Boardrooms and meeting catering
- Types reports, correspondence, and minutes
- Participates in meetings, produces and circulates the minutes of those meetings.
- Sources corporate gifts.
- Ensures a clean working environment and, promotes the Company’s corporate image.
- Liaises with Research Consultants.
- Crisis management in unforeseen events i.e. COVID pandemic
- Substitutes for MD’s PA in her absence.
Qualification and Experience:
- A Degree in Business Administration.
- Executive Secretarial Diploma is an added advantage.
- 5 years experience in a similar role.