Administration

Key Deliverables

• Ensure that meeting are effectively organised and minuted
• Maintenance of effective records and administration
• Communication and correspondence

Key relationships

Internal to organization: Employees

External to organization: Government agencies, travel agencies, customer, vendor

Responsibilities

Prime Responsibilities:

1. Secretarial tasks like word processing, audio and copy typing, letter writing, dealing with telephone and email enquiries, creating and maintaining filing systems, keeping diaries, arranging meetings and appointments and organizing travel for staff.
2. Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc. to produce correspondence and documents and maintain presentations, records, spread sheets and databases
3. Devising and maintaining office systems
4. Booking rooms and conference facilities
5. Using content management systems to maintain and update websites and internal databases
6. Attending meetings, taking minutes and keeping notes
7. Managing and maintaining budgets, as well as invoicing
8. Ordering and maintaining stationery and equipment
9. Sorting and distributing incoming post and organizing and sending outgoing post
10. Organizing and storing paperwork, documents and computer-based information

Shared cross-functionally:

1. Liaising with staff in other departments and with external contacts
2. Liaising with colleagues and external contacts to book travel and accommodation
3. Photocopying and printing various documents, sometimes on behalf of other colleagues

Key competencies - Functional

Need to have

• Experience in managing diaries
• Short-hand and/or stenography
• Draft letters and presentations independently
• Experience of maintaining filing systems
• Handle arrangements for appointments, meetings, travel and logistics