Under general supervision of the Executive Secretary and Operations Manager, performs, coordinates and oversees administrative duties in support of the offices of the CEO, and the Operations Manager, including the provision of varied and complex office duties.
Key Outputs:
- Research conducted
- Databases for Policies and Procedures, training curriculums maintained
- Minutes recorded, transcribed, and distributed for Operations, Safety, Sub-Committee, and Board Meetings
- Correspondence from the executive office taken, edited, compiled, and distributed
- External requests for information processed and communicated
- Records, files, and diary established and maintained
- Inventory of stationery and supplies maintained
- Leave/attendance records communicated to HR
- Meetings scheduled and communicated through MIS
- Requisitions prepared accurately and in a timely manner
- Safety committee meetings are calendared and members advised
- Accident reports are duly filed
- Calendar of meetings and kept
Duties & Responsibilities:
- Transcribe correspondence from shorthand and/or written material using word processing equipment
- Receive and dispatch all incoming and outgoing mails for the Departments.
- Maintain a variety of records such as files, section and programme budgets, reports and purchase requisition, etc.;
- Engage in follow-up/monitoring activities to ensure established deadlines and communication made with clients (internal and external) regarding action needed and provide status reports to the CEO.
- Assist with the compilation of information for project documents/proposals, for submission to funding agencies;
- Assemble and organize information for meetings to which the CEO attends and maintain a file of all approved meetings agendas and minutes.
- Assist the Executive Secretary with research and preparation of speeches for official presentation;
- Request and maintain stationery for the Executive Office;
- Maintain databases for Policies and Procedures, training curriculums and other documents.
- Providing administrative support to the Director of Production and Maintenance (Operations Manager).
- Take minutes at Sub-Committee meetings
- Assist with taking minutes at Board meetings
- Disseminate minutes for meetings
- Ensure all materials handled by the Operations Manager and the Office of the CEO, are kept confidential
- Prepare reports for all operations meetings
- Prepare requisitions on behalf of the Operations Manager
- Ensure requisitions are presented to the CEO in a timely manner
- Follow up on progress of requisitions and purchase orders
- Liaises with Financial Controller to retrieve information on behalf of the CEO and the Operations Manager
- Present accident reports for review of the Operations Manager before passing on to HR Department and maintaining copies for records for the CEO
- Keep Operations Manager abreast of meetings and requests from the CEO
- Assist in preparing reports on all accidents occurred in the company follow-ups
- Ensure minutes and information from minutes are kept confidential.
- Perform any other related duties that may be assigned from time to time.
Minimum Qualification & Experience
- Diploma in Management Studies or Public administration from a recognized tertiary institution
- Certificate in Secretarial Studies from a recognized institution
- Experience in administration and research
- At least two (2) years’ experience in the related area
Required Competencies:
Core Competencies:
- Sound written and oral communication skills
- Excellent interpersonal and customer service Skills
- Excellent integrity/ethics displayed in the performance of duties
Functional Competencies:
- Sound knowledge of Computer Applications.
- Excellent time management and organizational skills
- Ability to work on own initiative
- Excellent organizational skills including ability to manage multiple projects
- Ability to relate professionally and positively in a stressful environment.
- Business correspondence formatting.
- Ability to provide complex office administrative support in the areas of project management, report preparation and staff communication.
- Ability to mediate issues and disputes that arise and seek assistance as necessary.
- Comprehensive knowledge of the principles and practices of office procedures/administration
- Comprehensive knowledge of secretarial practices
- Skill in various Microsoft Office products and skill or aptitude for Power Point/ Project Manager is also required.
- Advanced word processing skills and ability to work with complex Excel spread sheets
Liaison:
- Internally:
Chief Executive Officer
Operations Manager
Executive Secretary
Managers/Supervisors
Head of Departments
Directors
- Externally
Ministry of Education, Skills, Youth and Information
Ministry of Finance and the Public Service
Ministry of Labour
Working Conditions
- Office environment
- Occasional irregular working hours; to attend meetings or assist in the preparation/co-ordination of official functions/activities
REMUNERATION
Basic Salary: $1,711,060.00 – $2,301,186.00 per annum
Interested persons may submit applications along with resumes no later than Friday, January 24, 2025 attention of the Human Resource & Administrative Services Manager at hrmanufacture@gmail.com
Web Team