Administrative Assistant

Key Tasks and Responsibilities

• Carry out office administration and handle enquiries from visitors to the Branch.
• Handle correspondence, telephone calls, office documents and equipment.
• Ensure good Branch office layout.
• Plan and organize meetings/workshop/conferences and seminars for the Branch.
• Ensure security of Branch office records, equipment and documents including classified materials.
• Arrange for Branch meetings by ensuring that files and documents needed for the meetings are ready.
• Prepare responses to general and routine correspondence.
• Develop and maintain office systems including records management.
• Maintain Branch office property inventory.
• Sort all incoming mail and submit them to the appropriate staff for action.
• Guide and supervise outsourced support staff.
• Maintain office and equipment in good working conditions.
• Store, retrieve and integrate information for dissemination to staff and other Branch Stakeholders.
• Manage front office including ambience, tidiness and promotional materials display.
• Receive hand delivers mails and dispatches the same to Branch registry.
• Replenish Branch reception reading and other materials.
• Oversee the provision of stationery, water and other refreshments for Branch Staff and Visitors.
• Manage cleanliness of the Branch offices.
• Liaise with Occupational Health and Safety Representatives and ensure workplace safety measures are maintained.
• Updating of leave schedules at branch levels.
• Perform any other role as assigned from time to time.

Qualifications

• Diploma / Higher Diploma in Business Administration or a related field
• At least Three (3) years experience in a comparable role.
• High integrity and ethical practice
• Communication and interpersonal skills.
• Organization skills.
• Ability to prepare reports.
• Attention to detail.
• Knowledge in use of Microsoft office packages.