Reports to: Senior Human Resource Officer
Purpose of the Job:
To provide secretarial, knowledge management and office administration services to the Authority.
Key functions
1. Typing correspondence, formatting and editing reports and letters such as letters, office memos, circulars and other office communication.
2. Dealing with incoming email, receive and relay telephone messages and fax messages.
3. Receiving and directing visitors, clients/ customers to the offices, taking telephone calls, responding to routine inquiries and operating office equipment.
4. Filing and keeping custody of office documents, reports, correspondence maintaining and updating office records and information.
5. Receiving, sorting, registering and routing office correspondence to action centers, as well as recording incoming and dispatching outgoing mail.
6. Devising and maintaining office systems, including data management and filing.
7. Arranging travel, visas and accommodation and, booking flights, hotels, travel documents, transportation and expense claims.
8. Assist in the planning and preparation of meetings, seminars, conferences and conference calls.
9. Screening phone calls, enquiries and requests, and handling them appropriately.
10. Organizing and maintaining diaries and making appointments.
11. Provide comprehensive secretarial, administrative and personal support to top management.
12. Taking dictation and minutes.
Qualifications & Experience
Must possess a degree in Secretarial studies, Office Management and any other related field.
Must have thorough knowledge and skills in relevant computer software application packages such as Microsoft Word, Excel, Internet online services, etc
At least 2- years of relevant experience.
Excellent Communication and interpersonal skills.
Ability to prioritize workload and maintain confidentiality.
Proficient in Microsoft packages and webmail software applications.
To provide secretarial, knowledge management and office administration services to the Authority.
Key functions
1. Typing correspondence, formatting and editing reports and letters such as letters, office memos, circulars and other office communication.
2. Dealing with incoming email, receive and relay telephone messages and fax messages.
3. Receiving and directing visitors, clients/ customers to the offices, taking telephone calls, responding to routine inquiries and operating office equipment.
4. Filing and keeping custody of office documents, reports, correspondence maintaining and updating office records and information.
5. Receiving, sorting, registering and routing office correspondence to action centers, as well as recording incoming and dispatching outgoing mail.
6. Devising and maintaining office systems, including data management and filing.
7. Arranging travel, visas and accommodation and, booking flights, hotels, travel documents, transportation and expense claims.
8. Assist in the planning and preparation of meetings, seminars, conferences and conference calls.
9. Screening phone calls, enquiries and requests, and handling them appropriately.
10. Organizing and maintaining diaries and making appointments.
11. Provide comprehensive secretarial, administrative and personal support to top management.
12. Taking dictation and minutes.
Qualifications & Experience
Must possess a degree in Secretarial studies, Office Management and any other related field.
Must have thorough knowledge and skills in relevant computer software application packages such as Microsoft Word, Excel, Internet online services, etc
At least 2- years of relevant experience.
Excellent Communication and interpersonal skills.
Ability to prioritize workload and maintain confidentiality.
Proficient in Microsoft packages and webmail software applications.
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