Perform a variety of administrative and secretarial duties that require a close working knowledge of the company's policies and regulations.
Principal Duties and Responsibilities
Provide secretarial and overall office support.
Serve as the liaison between the Superintendent, subordinate staff, and other key officials.
Maintain the Contractor's personnel records, including absenteeism and overtime, and compile the data at the end of each month. Finalize attendance sheets, track absences without replacement, and prepare the final invoice with all deductions and additions.
Ensure that the Contractor's invoices are processed on time, both in hard copy and electronically through Maximo (eBeams).
Assist in preparing manpower requirements, contract terms of reference, adjustment orders, and other documents.
Maintain records of all Contractor's personnel and ensure that all nursing personnel hold valid MOH practice licenses.
Prepare and control the Superintendent's calendar.
Screen all calls and visitors, answer queries, and complete tasks accurately based on the Superintendent's views and an awareness of all matters currently under their purview.
Identify trends that may significantly impact administrative practices, communications, etc.
Personally handle and complete a wide variety of administrative projects, coordinate with concerned personnel within the division and inter-departments, and compose letters and official correspondence from notes, briefings, etc.
Collect data for various reports and prepare reports using relevant computer software.
Review all internal documents, identify issues such as lack of clarity, and follow up with the appropriate action for review, possible correction, and resubmission.
Skills
Education & Qualification
Bachelor's Degree plus a Diploma in Computer Application from a recognized university/institution.
Experience
Five (5) years of experience in a related field.
Special Skills
Stenography skills: Typing and shorthand.
Fluent in spoken and written English.
Excellent ability to handle self-correspondence in English.
Ability to prepare invoices and financial documents.
