The purpose of the job is to ensure smooth running of the Department by handling all administrative responsibilities and providing full secretarial services. Job Outline:
Requires being fully conversant with the activities of the Department in order to liaise with, on behalf of the Manager, with the senior section heads and Departments.
Receives and assesses incoming mails and, as appropriate, responds directly on routine matters, re-directs or puts forward to the Manager, where necessary obtaining supporting information.
Provides secretarial services to the Manager by attending to routine administrative paper work.
Deals with incoming telephone calls referring to the executive only where essential and acts as a focal point and filter for visitors.
Manages the diary and schedules appointment, co-ordinates travel and accommodation arrangements.
Supervises an assistant on a day to day basis, directing and issuing work.
Undertakes a variety of special projects, involving internal and external research and liaison, on behalf of and within guidelines provided by the Manager.
Handles the invoicing and accounting matters of the Department. Assists with the preparation of the Department's budgets. Arranges for vetting, approval, payment and receipt of all bills.
Takes care of the acquisition, maintenance and replacement of office assets and equipment.
