Job Description

JOB OBJECTIVE:

Provides support to including diary management, travel arrangement, telephone calls, correspondence, information updates, and records management. Act as the focal point for the Department in terms of internal/external communications. Performs various activities related to the companies requirements for managing records and issuing requisitions as per the JDE Account allocation.

KEY ACCOUNTABILITIES:

Description

Secretarial Support:

Provide a complete secretarial and administrative service to departmental head to facilitate company processes and allow him to concentrate on mainstream activities

Correspondence:

Provide a complete correspondence service, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.

Diary Management:

Provide time management/diary service for the line manager to ensure he is able to attend all key meetings at the appointed times with all relevant document needed for the meeting.

Department Communications:

Screen and respond to incoming calls and take appropriate action to handle the situation.Make routine telephone calls to follow up actions on behalf of the department.

Records Management:

Establish and maintain records and filing systems and arrange for the efficient operation of office equipment to ensure the department or manager can function effectively and efficiently.

Administration:

Receives, evaluates the requisition receives from different departments for office services and materials. Insure appropriate authorizations are received (subject to JDE account allocation as per approved by the line manager).
Reports to manager and follows up with suppliers with clarification

Checking all received invoices

Policies & Procedures

Follows all relevant Department/Unit policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.

Ensuring the organization adheres to legal frameworks in areas such as discipline & grievance, redundancy, and employment law.

Health, Safety & Environment:

Ensure compliance to all relevant health, safety, and environmental management policies, procedures and controls across the department to guarantee employee safety, legislative compliance, and a responsible environmental attitude.

JOB REQUIREMENTS:

Minimum Qualifications:

Bachelor's Degree in Administration / Business Management

Minimum Experience:

Minimum of 5 yrs. experience in a similar role in a medium to large organization