Job Description

Closing Date: 2024-07-18Job Type: PermanentJob Level: SkilledExperience: Between 5 - 7 YearsEE/AA: NoSummary

• Diary management for COE & CFO, arranging meetings - agenda, venue, equipment & catering, meeting packs.

• Extensive secretarial duties, including typing and formatting correspondence and documentation, incoming mail & out-going courier.
• Diary management for COE & CFO, arranging meetings - agenda, venue, equipment & catering, meeting packs, minute taking & compiling.
• Arrange Board meetings, board packs & distribute as needed during the year.
• Arranging conferences when required.
• Designing and formatting of presentations and reports.
• Creating and updating relevant spreadsheets in MS Excel.
• Client liaison and communication and telephonic enquiries.
• Administration of organisations contracts

• Manage contract process according to DOA and assist with final sign off after commercial process is done.
• Submit contracts for EM noting/approval.
• Manage final contract sign off for CEO & COO
• Work with contract coordinator to get final contract & cover sheet in place for sign off.
• Assist with final sign off on any SBD/RFQ/tender documents.
• Assist with Lease sign off and approval.
• Managing and maintaining and efficient electronic filing system.
• General office administration functions.
• Manage storeroom & Stationery.

• Manage payment for Waltons and other invoices received on a monthly basis.
• Oversee all incoming mail from mail-room and other deliveries.
• Manage Courier bookings for organisations Head office.

• Book on relevant courier site
• Track and trace parcel
• Ensure invoices are approved and processed.
• Administration of organisations clinic forms.

• Deal with supplier on all CM proofs and update of proofs when needed.
• Travel arrangements for all Organisations staff

• Manage approvals.
• Complete credit card statements and usage forms at the end of each month
• Manage credit card spend.
• Assist with payment of subscriptions and renewals when needed.
• Ordering of Netflorist gifts when needed.
• Other ad hoc duties

• Ordering and distributing of name badges & business cards.
• Ordering of long service award frames and printing of certificates
• Portal management & updates
• Invoice tracking
• Invoice uploading
• Filling in of Client Vendor documentation
• Conduct Lexis Nexis checks for all onboarding employees where required (Lexis Nexis training needed)
• Place Adverts on gateways and manage Advert distribution.

• Secretarial qualification

• At least 5 years experience in a senior secretarial role
• Experience in resolving queries and dealing with people.
• Working experience in a similar environment.
• MS Excel experience e.g. Tables, formulas, graphs etc. and an excellent understanding of MSOffice as well as good computer skills in general.

• Good telephone manner and communicate skills.
• Excellent organization and interpersonal skills.
• Good administration skills and attention to detail.
• Influencing skills
• Verbal & written communication skills

• The ability to work independently and use own initiative.
• Patience, appropriate assertiveness, deadline driven, good organization skills with the ability to implement new ideas will be most suitable for this position
• Initiative, logical thinking and analytical ability essential.
• Customer orientation, focus, teamwork, accuracy, and attention to detail complete the profile.
• Ethical behavior
• Building relationships & networking
• Customer responsiveness

Afro Miaki Group