The purpose of the job is to ensure smooth running of the Department by handling all administrative responsibilities and providing full secretarial services. 

Job Outline:

• Requires being fully conversant with the activities of the Department in order to liaise with, on behalf of the Manager, with the senior section heads and Departments.


• Receives and assesses incoming mails and, as appropriate, responds directly on routine matters, re-directs or puts forward to the Manager, where necessary obtaining supporting information.


• Provides secretarial services to the Manager by attending to routine administrative paper work.


• Deals with incoming telephone calls referring to the executive only where essential and acts as a focal point and filter for visitors.


• Manages the diary and schedules appointment, co-ordinates travel and accommodation arrangements.


• Supervises an assistant on a day to day basis, directing and issuing work.


• Undertakes a variety of special projects, involving internal and external research and liaison, on behalf of and within guidelines provided by the Manager.


• Handles the invoicing and accounting matters of the Department. Assists with the preparation of the Departments budgets. Arranges for vetting, approval, payment and receipt of all bills.


• Takes care of the acquisition, maintenance and replacement of office assets and equipment.

Experience:

• Administration/Secretarial: 5+ Years


• Experience in an administrative capacity to a senior Manager in a medium or large size company with strong administrative skills

Qualifications:

• Degree or Honours (12+3 or equivalent):


• Secretarial qualification or diploma is essential.

Knowledge / skills:

• Must be fully competent in MS Office applications. 


• Must have a high degree of fluency in spoken and written English, a pleasant telephone manner and the ability to prioritise work.