CLERK/PERSONAL ASSISTANT

You will perform your duties while adhering to the organisation`s values and principles. You will run the office smoothly undertaking all administrative functions. You will be trusted with various in office and out of office duties in addition to handling incoming and outgoing communication, such as.

•  Front-office operations
•  Office management
•  Maintaining Staff and Office filing and document archiving
•  Scheduling of meetings and handling guests appropriately.
•  Document handling, filing, hygiene and maintenance as per filing policy.
•  Maintaining Head Office Staff Schedules – meetings, travel schedules/arrangements, etc.
•  Office document preparation and review.
•  Making travel arrangement and pursuing overall comfort for the company

MANAGEMENT and DIRECTORS.

•  Insurance policy maintenance, ensuring timely renewals
•  Kitchen supplies budgeting, purchase & supervision and sanitation.
•  Record keeping – entails filling all documents and any vouchers and ensuring that
• the proper procedures are followed.
•  Running general office errands come up from time to time as well as assist in any administrative tasks as needed.
•  Maintaining a compliance schedule i.e., of business permits, land rates and rents and ensuring they’re paid up on time by following up with finance department.
•  Oversee the cleaning of the offices and stores – ensuring that it is in a conducive
• state and the store is well organized with shelves labelled for ease of file retrieval.
•  Weekly Reports detailing tasks accomplished, tasks not accomplished (and reasons + timelines), and any other duries that may be assigned from time to time
•  Prepare a weekly workplan, detailing your work items for the week ahead.
•  Running directors errands and any other tasks allocated by your supervisor.

JOB SKILLS AND REQUIREMENTS

1. Listening and Communication Skills: You will be expected to follow instruction from your supervisor. Good listening and communication skills, ensuring that information is relayed correctly. Ensuring you keep a diary of activities and reminders.

2. People/Interpersonal Skills: You will be working directly with: your boss and other members of management. You will need to maintain high levels of integrity, professionalism, good initiative, situational assessment and timely response to any arising situations.

3. Organizational Skills: Your supervisor will expect you to keep the working day in order; Scheduling meetings, travel plans, billing, insurance etc. which requires you to have exceptional organizational and reporting skills. This will be demonstrated by the completion and submission of insurance reports, vehicle maintenance reports and quarterly filing reviews.

4. Computer Skills: Writing emails, transcribing notes, faxing, copying, and creating spreadsheets or printing and presenting documents.

Qualifications

•  Diploma in relevant field of study.
•  Proficiency in Microsoft office applications.
•  Relevant work experience of at least 1 – 2 years.