Administrative Officer

The role supports the Management Team and the office's day-to-day operations. Provides management and supervision of support staff to ensure deadlines are met. Particular emphasis includes shareh

Job Summary
The role supports the Management Team and the office's day-to-day operations. Provides management and supervision of support staff to ensure deadlines are met. Particular emphasis includes shareholder relations, Board and Committee meetings, physical and digital records management and communication.

Job Responsibilities
1. Support to Management
• Assist in the coordination of meetings (including planning, scheduling, following up on actions, distribution of agenda, briefing and papers) to allow meetings to occur in a timely and effective manner.
• Preparation of routine correspondence.
• Liaising with the General Manager for the effective management of the Corporate Social Responsibility function.
• Liaising with members of the Board to complete KYC exercises and financial reporting requirements.

2. Operational efficiency
• Develop and maintain a physical and digital records management system to ensure accurate storage and retrieval of all electronic and hardcopy investee, shareholder and employee files and company assets.

3. Oversee the administration of the routine office procedures
• Act as central contact for all Board and staff members to assist in the coordination of information.
• Manage/oversee Special Projects as assigned from time to time.
• Supervise direct reports in accordance with company policies and procedures.
• Sundry duties as assigned

4. Communication
• Assist in communications with all stakeholders including Ministry of Finance, other ministries, Regulatory Bodies, Investee Companies and financial institutions.
• Communicate directly with Company Secretary as direct point of contact and liaison for ensuring completion of assigned tasks and regulatory compliance.
• Ability to accurately interpret and present text and numerical information in written and oral form.

5. Procurement
• Coordinate the purchase of low value goods or services in accordance with procedures established by the company’s Procurement Officer and general guidelines issued by the Office of Procurement Regulation.
• Ensure order arrangements where procurement authority and due process have already been exercised.

Job Requirements
• Bachelor’s Degree in Business Administration, Management or related discipline. A Master’s in Business Administration would be a plus.
• At least (3) years supervisory experience
• Proficient in Microsoft Office Suite.

Knowledge, Skills and Attributes
• Advanced written and verbal communication
• Strong customer service orientation
• Working knowledge of Board and committee procedures
• Customer and Personal Service – knowledge of principles and processes for providing quality service to internal and external customers.
• Planning and organization – ability to prioritize and complete multiple tasks within specified timeframes and maintain efficient systems for compiling, storing and retrieving information.

Job Ref: AB