Mission/ Core purpose of the Job

To ensure efficient and effective administrative functionality of the office and to maintain good internal and external relationships in the office.

Main Job Functions:

• Manage the filing, storage and retrieval of office documents, scanning, distribution of staff personal files and ensure that all records and databases are updated.
• Information management by gathering, transmitting/conveying, sorting, retrieving, interpreting and evaluating information. Process and draft documents and presentations.
• Monitor the divisional OPEX budget and flag the MD/CEO; manage and account for cash imprest, requisition, store and distribute stationery, office supplies and refreshments for the staff in the division.
• Coordinate the internal and external departmental interaction programs including coordinating the travel schedules for staff and Company visitors where applicable,
• Capture and follow up requisitions in Financial system ensuring the right amounts are authorized for payment.
• Organize, schedule and facilitate EXCO and any departmental meetings, events, appointments, prepare documentation, select venues, follow up on meetings, attend meetings and take minutes thereof and update the team accordingly.
• Office and in-box management, distributing and mailing documents by scanning for necessary action and acknowledging receipt in accordance with delegation of authority
• Monitor the status and coordinate repairs and maintenance of the office environment, furniture, equipments, utilities and housekeeping.
• Receive, classify and register incoming and outgoing office correspondences and disseminate them to action centres.
• Handle Telephone conferencing and initiate/attend to callers either in person and screen & direct visitors/clients/customers who come on appointment, meeting or inquiries as per their requests and handle administrative inquiries.
• Maintain an updated activity schedules and appointments for the office of the MD/CEO and advise staff, clients and customers accordingly.
• Self-management planning own career development, manage work station, manage work flow and plan leave of absence

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA’s)

• An efficient and effectively managed schedule
• Spend of consumables e.g stationery, refreshments etc within budget
• Well maintained, safe and clean office environment
• Well organised events, activities
• Well maintained mail/records register
• Well-coordinated meetings and timely reporting of minutes
• Customer satisfaction / Employee satisfaction.

Effectively and efficiently managed records

 Job Requirements (Education, Experience and Competencies)

Education:

• Bachelor’s Degree in social work & Social Administration, Social Sciences, Secretarial or Office Management

Experience:

• 2-3 years’ experience in a similar position and in a reputable organization
• Exposure in Finance is an added advantage

Competencies:

Training

• Administration & Management
• Oracle HCM
• Writing skills.

Knowledge

• Strong knowledge in modern MIS methods
• Records keeping and filling systems.

Skills

• Excellent interpersonal skills
• High organisational skills
• Communication skills
• Behavioural qualities
• Being innovative/proactive
• Integrity.
• Self-respect and respect for others
• Team player