Administrative Officer

Administrative Lead

GraceKennedy (Trinidad and Tobago) Limited invites applications for the following position:

ADMINISTRATIVE OFFICER

REPORTING TO: the Country Manager, the Administrative Officer will assist with the planning and execution of all administrative functions as it relates to the company's portfolio of products and services in a manner that ensures timely implementation to achieve the company's objectives. Also, to provide personal assistance and administrative support to the Country Director/ Country Manager.

Requirements:

• Secretarial Diploma from a recognised institution

• Five (5) GCE O'Level/CXC passes, inclusive of English Language, Mathematics and Accounts
• Three (3) years experience in a similar capacity
• Excellent interpersonal and communication (written and oral) skills
• Excellent working knowledge of Microsoft Word, Excel, PowerPoint and all other computer programmes
• High level of initiative and maturity
• Strong sense of confidentiality and objectivity

 Key Responsibilities:

• Performing and recording secretarial duties for the Country Director/Country Manager and the local board.
• Preparation of all documents for GKTT board meeting.
• Record minutes of departmental and staff meetings.
• Liaise with the Compliance Officer in preparing appropriate responses for the Regulators in a timely manner.
• Typing of business letters, memoranda, monthly reports and other correspondence.
• Handle all mail by receiving, recording and routing accordingly.
• Document Management – File departmental documents (including soft copies) in an organized and systematic manner to facilitate fast retrieval.  Work with other members of the respective companies/departments to ensure compliance with electronic filing mechanism.
• All mails from our Regulators MUST be immediately scanned and file in the named folder.
• Coordinate the logistics of workshops, meetings, etc., including, inter alia, travel requirements (whenever necessary) monthly Executive Management meetings and follow up on action items in a timely manner.
• Coordinate or liaise with the Country Manager and members of the SBU’s for the timely submission of documents/reports and the preparation of BSC Reports.
• Compile and send Audit Report responses.
• Maintain warehouse facility.
• Special projects as assigned by the Country Manager.
• Maintain customer cheques record, ordering and distributing as required.
• Prepare all Sub-Agents Agreements, once completed ensure all relevant documentation are promptly filed.
• Ensure all administrative equipment and tools are available for optimum staff performance, including security and general building maintenance.
• Ordering and distribution of adequate supplies of stationery, groceries and collateral required to support the smooth operations of the company.
• Review Invoices, Purchase Orders and Cheque Payment Vouchers from suppliers to ensure accuracy of the details and submit to the relevant managers for approval.
• Oversee the duties of the Administrative Assistant, Office Attendant and Courier.
• Prompt attention to Motor vehicle maintenance.
• Ensure the telephone directory listing for the Company (Trinidad) office is updated as required and distributed.
• Compile and submit payroll information (to the HR department) for the administration department by the 14^th of each month.
• Coordination of the daily disbursement of all company cheques.
• Distribution of company mobile phones to staff.
• Perform any other duties as assigned from time to time that are deemed necessary with the general profile of the department.
• Perform any other duties assigned by the Chief Executive Officer.

Quality

• Participate fully in TQM/ QIPSY activities of the Company.