Key Roles & Responsibilities? Manage, schedule and arrange appointments, visits, meetings and conferences, company/department events, including any related travel, accommodation and/or venue bookings for office personnel, ensuring that all activities are well coordinated and executed? Greet visitors or callers and handle their inquiries, take messages or direct them to the appropriate persons according to their needs.? Operate office equipment, such as computers, fax machines, copiers and phone systems and arrange for repairs when equipment malfunctions. ?? Use computers for various applications, such as database management or word processing: create, maintain, and enter information into databases.? Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. ? Handle incoming post and messages: open, read, route, and distribute incoming mail or other materials and filter emails, and, where possible, respond to these or drafts responses ready for review tailoring these to suit the audience.? Coordinate and compile information from different sources and present it in a relevant format to enable others to understand and use it; conduct searches to find needed information, using such sources as the Internet.? Assist the business unit personnel in performance of duties, serving as an informational resource to the department with regards to administrative inquiries or problems.? Create clear documentation and mapping of department processes and coordinate and prepare work to support the teams including all preparation, follow up and minutes taking.? Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. ?Maintain records in paper files and / or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records.? Monitor and review budget expenditure and invoice payment for the Department, including expenses and stationery; keep records of collections and disbursements, and ensure accounts are balanced.? Maintain the supply inventory, including placing orders, arranging delivery, dispensing supplies and handling receipts.? Build and maintain good relationships with Departments stakeholders/customers to promote and develop outstanding internal and external customer service.? Follow specified systems, processes and procedures, implemented in the workplace, to ensure compliance with legal, regulatory, and other requirements/standards? Work safely at all times, protecting the health and safety of everyone in the workplace? Perform other job-related duties as assigned Education & Professional Qualification: Diploma Degree in Secretarial or Office Management or any related fieldProfessional Experience: 4 years in office administration or ?an executive secretarial positionGeographic Experience: N/AComputer Skills: Good knowledge of Office and web applicationsLanguage Skills: Business fluent EnglishMarket/Industry/Functional Knowledge: – Strong knowledge of administrative and clerical procedures- Strong knowledge of data recording and management methods, tools and related techniques- Good knowledge of Department functions and activities- ?Good knowledge of Milaha business and operations
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