Executive Administrator

JOB PURPOSE :

The incumbent performs clerical, administrative and secretarial duties involving greeting visitors, organizing meetings, typing, recording and file maintenance, telephone reception. Provides secretarial services for one or more persons, typically at the middle‑management level. Has some knowledge of the unit's operations, organisation, and procedures.

KEY ACCOUNTABILITIES :

• Assists in completing relevant reports ensuring they are completed in a timely and accurate manner and meets the Section / Department’s requirements, policies and standards.
• Prepares reports, ensures they are completed in a timely and accurate manner, and meets the Section / Department requirements, policies, standards.
• Assist in the follow-up on human resources reporting and other relevant activities, including vacations assignments sick leaves, amongst others
• Assist in liaising and following up with other departments and service providers on procurement matters, including but not limited to supporting in processing the purchase orders execution, follow up on issues of payments and invoicing.
• Assist and align with the respective Director on departmental budget follow-up and communication with needed parties and / or individuals on correctly implementing the identified budgeting process and submitting accurate, detailed and timely budgetary information.
• Work with the Director and respective department heads on accurate documentation and reporting on the related matters as assigned by His / her direct supervisor.
• Prepares and modifies documents including correspondence, reports, presentations, memos and emails.
• Reviews communication for correct spelling and grammar and ensures that company branding guidelines and style guides are followed.
• Monitors stationery and orders office supplies when required.
• Organizes Department meetings, drafts and issues meeting agendas and follows up on actions.
• Manages calendars, makes travel arrangements and organises meetings and events for the Chief / MD / Director and the team as and when required.
• Greets visitors, handles their inquiries and directs them to the appropriate person.
• Ensures all telephone call queries are dealt with in a timely and efficient manner, including handling and forwarding queries when Chief / MD is out of the office.
• Interprets and implements basic policies and procedures in day‑to‑day department operations.
• Works with identified individuals on matters of procurement process follow‑up and documentation
• Work on and ensure detailed and up to date Human Resource calendars and relevant personal data are accurate.

QUALIFICATIONS, EXPERIENCE and SKILLS :

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