Responsible for providing administrative support to the department, managing and assisting in activities that relate to facilitating the flow of work in the department. Also responsible for performing any other work as assigned and conducting administrative tasks in support of the department.
| Key Responsibilities of the role | Corresponding Key Activities performed by the role |
| Executing administration related activities in the department | Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments Liaising with the facility staff on behalf of the Manager Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them are in working condition Ensuring office supplies are adequately maintained Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence |
| Supporting the smooth execution of meeting and appointments | Maintaining internal schedules Facilitating meeting and appointment participations Coordinating administrative support for meetings Undertaking follow-up actions for meeting coordination Taking minutes of meetings and documenting them Arranging for travel and accommodations for team members, as required |
| Managing the filing system in the department | Arranging a proper filing system for correspondences received or sent from the Manager’s office Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned Preparing worksheets and charts as directed |
| Maintaining client service standards | Responding to verbal and written inquiries in a timely manner |
| Familiarization training for new Human Resource employees | Familiarizing new post holders with the running of the department to ensure that they gain competency in the duties and responsibilities of their role |
| Contributing to team effort | Participating in team efforts as required time to time Collaborating with other members of the team to carry out work smoothly |
Required:
Diploma or equivalent in any field
Desired:
Bachelor’s degree or equivalent or equivalent in any field
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