Administrative Assistant

Job purpose

Perform various administrative, secretarial and general clerical duties related to the division including managing the mails, preparing reports, handling telephone calls, maintaining files and records, arranging meetings and directing the divisional visitors, and other miscellaneous office tasks such as faxing, emailing, preparing the department format, etc. Ensure the overflow work is managed with special focus on sensitive and confidential work as per the established procedures.

Job specific accountabilities (part 1)

Type, proofread and distribute a variety of material such as letters, reports and tabulations. Includes entering, amending and retrieving information, and performing secure copying and archiving of documents.

Complete and process standard forms, and prepare routine letters and reports from brief notes or verbal instructions.

Establish and maintain a filing system. Requisition, maintain and distribute office stationery and supplies.

Receive telephone calls at the office of assigned supervisor, answer queries and schedule appointments. Prepare a list of telephone contacts and positions for communication, invitations and letter addressing.

Answer and make telephone calls. Take down and pass messages as directed.

Receive, sort and distribute all incoming mail. Make copies as needed and present to supervisor. Prepare outgoing mail for dispatch. Maintain a proper register and tracking for incoming and outgoing mail.

Arrange meetings as instructed, including arranging conference rooms, visual aids and refreshments, attending meetings to take minutes and scheduling meeting appointments with participants.

Perform other similar or related duties as assigned, such as compiling and circulating data, etc.

Job specific accountabilities (part 2)

(Details not provided)

Job specific accountabilities (part 3)

(Details not provided)

Generic accountabilities

Policies, systems, processes & procedures

Implement and comply with all relevant functional policies, processes, systems, standards and procedures to accomplish operational objectives.

Innovation and continuous improvement

Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.

Health, safety, environment (HSE) and sustainability

Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices and company code of practices.

Reports

Provide inputs to prepare section progress reports for company management.

Internal communications & working relationships

Frequent contacts with all employees within the company and group companies as required.

External communications & working relationships

Occasional contacts with third party vendors and auditors.

Minimum qualification

Secondary school certificate

Minimum experience, knowledge & skills

Four years’ experience in data preparation and computer operations support in a large organization.

Good knowledge of office management systems and procedures.

Good communication skills.

Professional certifications

As applicable

Work condition, physical effort & work environment

Physical effort: Minimal

Work environment: Normally air conditioned office environment

Additional details

Job family / sub family: Administration & General Services / Administration Support