Administrative Assistant (ODN)

• Embodies the company’s internal Customer Service Philosophy, ensuring prompt and professional interactions with both internal and external stakeholders
• Assists in the preparation, revision, and filing of the Department policies, processes and procedures
• Maintains organized records for all meetings, training activities, vendor communications, and financial documents  Schedules and organizes department meetings, safety meetings, and performance evaluations (both biannual and annual)
• Coordinates technical training activities in collaboration with vendors, the HR team, the HSE Team and the IT Team
• Maintains accurate records of training sessions, ensuring compliance with all required health and safety protocols.
• Prepares and submits month-end financial reports to both the Finance and HR departments.
• Monitors departmental expenses to ensure alignment with the allocated budget and flag any discrepancies.
• Processes overtime submissions and ensure timely submission to Human Resources
• Liaises with external vendors to request and assess quotations based on department needs.
• Prepares detailed purchase justifications for approval, ensuring all procurement processes align with company policies.
• Prepares and submits monthly Department Performance Overviews and KPI status Presentations.
• Processes and maintains material requisitions and inventory reporting.
• Coordinates and fosters employee’s engagement initiatives such as Birthdays, team building etc.
• Manages all aspects of employee performance inclusive of coaching and mentoring and ensures adherence to all Human Resources policies, performance evaluation, industrial relations policies and procedures.
• Processes payment for completed jobs and submits for payment.
• Tracks and manages all quotes, purchase orders (POs), and invoices between the ODN and Finance Departments, ensuring timely and accurate processing.
• Provide daily, weekly, and monthly reports to the ODN and Senior Technical Manager, adhering to the department’s procedures and policies.Communicates effectively with other departments and stakeholders to ensure smooth operations and the fulfillment of administrative needs.
• Attends all required HSE training sessions, ensuring full compliance with health and safety standards.
• Actively supports the ODN and Planning and Design Department’s commitment to maintaining a safe working environment.
• Performs additional administrative tasks as assigned by the ODN and Planning Design Manager or as required by the department, such as managing office supplies and coordinating internal communications, arranging police or traffic management requests etc.
• Completes quarterly reviews of contractor performance based on KPIs.

MINIMUM REQUIREMENTS

• Minimum of five (5) CXC/CSEC passes, including English Language and Mathematics attaining grades I or II.
• Relevant certification in Office Administration or Business Management (preferred).
• A minimum of five years (5) of experience in a similar role, with demonstrated expertise in the working knowledge of Optical Distribution Networks (ODN)
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) is mandatory.
• Familiarity with procurement and vendor management processes.
• Ability to quickly learn and adapt to new technologies and software as required.
• Excellent oral and written communication skills, with the ability to liaise professionally with both internal and external stakeholders.
• Strong interpersonal skills, fostering effective collaboration within the team and across departments.
• Strong ability to prioritize, manage multiple tasks simultaneously, and meet deadlines in a fast-paced environment.
• Proven ability to solve problems independently and escalate issues when necessary.
• Strong attention to detail, ensuring accuracy in all administrative processes.
• Ability to maintain composure under pressure and work with minimal supervision.
• Flexibility to adjust to changing priorities and responsibilities.