Location
Abuja
Specialization
Administration & Office Support
Job Type
Full-Time
Minimum Qualification
Degree
Preferred Years of Experience
3 - 5 years
Application Deadline
2 weeks from now
Summary
Manages and executes administrative, project, and executive support activities associated with the office of a core division or equivalent component of the organisation. Reporting directly to the chief executive officer of the entity, serves as principle point of administrative contact and liaison with internal and external matter. Provides and/or oversees the provision of direct staff support to the office principal. Provides specialist administrative services as appropriate in such areas as fiscal management; proposal preparation, bid/tender preparation, office administration, human resources; general business administration; and/or development and relations, depending upon the functional area supported.
Duties and Responsibilities
1. Provides and/or oversees provision of staff support to the office, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.
2. Prepare bid and tender documentations; business and techno-commercial proposals; presentations and facilitate follow-ups where necessary
3. Respond to customer enquiries and telephone calls ensuring customers’ needs are met expeditiously.
4. Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
5. Provides assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives.
6. Oversees and facilitates resources management and administration procedures and documentation for the organisation.
7. Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
8. Serves as the primary point of administrative contact and liaison with other offices, individuals, and customers on operational matters concerning the Office.
9. Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.
10. Oversees the operation of office petty cash, and plans and monitors expenditures; as appropriate, develops and/or coordinates budgets for the office and associated accounts.
11. Provides assistance in the understanding and interpretation of organizational policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
12. Assists in the coordination, supervision, and completion of special projects, as appropriate.
13. Performs miscellaneous job-related duties as assigned.
Minimum Job Requirements
· Completed degree or HND from an accredited institution
· Minimum of 3 years of directly related experience in handling general administration with tasks directly related to the duties and responsibilities specified.
Knowledge, Skills and Abilities Required
· Strong interpersonal and communication skills and the ability to work effectively with a wide range of executive level.
· Ability to gather data, compile information, and prepare reports.
· Records maintenance skills.
· Skill in budget preparation and management.
· Ability to use independent judgment and to manage and impart confidential information.
· Ability to analyze and solve problems.
· Ability to plan, develop, and coordinate multiple projects.
· Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
· Skill in organizing resources and establishing priorities.
· Demonstrated ability to maintain confidentiality.
· Word processing and/or data entry skills.
· Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
· Ability to foster a cooperative work environment.
· Knowledge of human resources administration principles and practices.
· Effective verbal and written communication skills.
Working Conditions and Physical Effort
· No or very limited exposure to physical risk.
· No or very limited physical effort required.
· Work is normally performed in a typical interior/office work environment.
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