Job Purpose

To be responsible for organizing and coordinating the activities of the department, provide administrative and secretarial support where required and serve as a custodian for all documentation handled in the department



Core Responsibilities:

• Manages the scheduling and coordination of departmental meetings and group activities

• Makes the travel arrangement for colleagues in the department, maintains the leave database, advises the colleagues on policies and other administrative assistance

• Coordinates with the accounts and HR departments on policies and procedures to confirm eligibility and ensures compliance with organization practices

• Processes purchase requisitions, invoice requests, travel reimbursements, corporate expenses and other business related expenses

• Orders and distributes stationary, letter heads and business cards as per requirement

• Greets and receives all visitors in a pleasant and courteous manner, informs the executive coordinator, manager or member of staff concerned that their visitor has arrived

• Handles couriers, letters and faxes and ensures tracking of documents and follows-up in case of delay or non-delivery

• Maintains a contact list of all colleagues to effectively manage colleague communication

• Creates presentations for management and prepares reports to enable decision making

• Organizes department files and records and is the custodian of all business related contracts and correspondence

• Supports the department in business activities and projects, gathers information, coordinates with cross functional teams, files contracts and follows-up on behalf of staff

• Supports the executive coordinator and acts as backup in case of absence or unavailability

• Performs other responsibilities and tasks as required or as directed by management from time to time

Self-Management

• Strives to achieve the highest levels of proficiency on all competencies and skills required to perform the role

• Identifies the training and development requirements for self and agrees on them with the department head to ensure that the required trainings are arranged and attended

• Sets performance goals in the beginning of the year after discussion with the department head and ensures that the goals are achieved during the course of the year

Job Details

Preferred Candidate

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