The Programme Assistant will be responsible for providing administrative, secretarial, travel and logistical support to various offices to which they will be allocated.
Key Performance Areas
- Screening telephone calls, enquiries and requests;
- Organising and maintaining senior management diaries and making appointments, as appropriate;
- Dealing with correspondence, writing emails/letters, taking dictation, typing minutes in meetings, reports and memos;
- Organising and attending meetings, preparing meeting agendas;
- Arranging business trips (including flights and accommodations) and senior management are well-prepared for meetings/business trips, as relevant;
- Dealing with incoming emails, and directing correspondence to Directors as relevant;
- Preparing documents, briefing papers, reports and presentations for the Executive Director, where applicable;
- Organising corporate and business entertainment events where applicable;
- Devising and maintaining office systems, including data management and filing;
- Managing petty cash where applicable;
- Liaising with clients, suppliers, and staff;
- Carrying out specific projects and administration as required;
- Serving as the initial point of contact for senior management;
- Giving secretarial and support services to resource people and staff as required during workshops;
- Document management by maintaining electronic and manual records;
- Receiving and directing visitors;
- Editing and proof reading typed documents;
- Checking outgoing correspondence signed by superiors to ensure accuracy and completeness of attachments;
- Procuring goods and services;
- Preparing event budgets and making related payments;
- Planning and managing events;
- Undertaking reconciliation of expenditure on completion of events;
- Capturing information into the activity database;
- Preparing and sending out flyers for business development unit where required;
- Any other administrative requirement as may be assigned by superior.
Academic Qualifications, Experience and Competencies
- First degree in Business Administration or equivalent will be an added advantage;
- Five (5) ‘O’ level passes including English, Mathematics/Accounts/Commerce;
- Atleast five (5) years progressively responsible experience as a Personal Assistant or Secretary;
- Proven experience in the use of computers using Windows, Word, Excel, Power Point, Email and Internet;
- Excellent command of written and spoken English (Knowledge of Portuguese and/or French will be an advantage);
- Experience in managing workshops or equivalent events would be an advantage;