Job Summary:
Job Duties and Responsibilities:
- Correspondence Management: Receive, send, and ensure the proper direction of internal and external correspondence.
- File Management: Organize and maintain administrative files, ensuring easy access when needed.
- Meeting Coordination: Arrange and organize administrative meetings, preparing necessary minutes.
- Report Preparation: Collect and analyze data to prepare regular reports for management.
- Support Other Departments: Provide administrative support to various departments when needed.
- Time and Schedule Management: Organize daily work schedules and ensure timely task completion.
- Procurement Management: Assist in managing procurement and overseeing the availability of office supplies.
- Visitor Reception: Welcome visitors and clients and direct them to the appropriate personnel.
- Inquiry Handling: Address employee and client inquiries, ensuring their satisfaction.
- Ensure Compliance: Ensure all administrative activities comply with internal policies and procedures.
Required Job Skills:
- Strong Organizational Skills: Ability to effectively organize administrative tasks and files.
- Time Management: Ability to manage time and ensure tasks are completed on schedule.
- Communication Skills: Ability to communicate clearly with all levels within and outside the organization.
- Writing Skills: Ability to draft correspondence and reports accurately and professionally.
- Technology Proficiency: Familiarity with office administration tools and software.
- Ability to Work Under Pressure: Capable of handling multiple tasks and working under time constraints.
- Adaptability: Ability to adapt to sudden changes in the work environment.
- Confidentiality: Ability to handle sensitive information and maintain confidentiality.
- Continuous Learning: Willingness to pursue continuous education to develop office skills.
- Attention to Detail: Keen attention to detail to ensure accuracy and quality in work.
Required Qualifications:
- Diploma in Business Administration, Public Administration, or a related field.
- Experience: 2 years of practical experience in administrative support.
- English Language: Intermediate level.
- Certification: Office Management or Secretarial Certification or equivalent (Certified Administrative Professional – CAP).