Administrative Officer

To provide co-ordination for the day-to-day administrative activities of the department. To act as the first point of contact for the Department Manager and provide confidential administrative assistance ensuring effective and efficient workflow, always displaying a high degree of professionalism.

DUTIES AND RESPONSIBILITIES:

• Identify administrative issues with potential impact to the operation of the Department; recommend solutions and courses of action to deal with issues.

• Compose important and confidential correspondence and other documents requiring a broad knowledge of department operations and correctness.

• Compose replies to correspondence on verbal instructions or in many cases on own initiative, including proof reading of accuracy and correctness.

• Email and fax RTGS letters and other banking correspondence to company bankers.

• Review incoming and outgoing correspondence and materials directed to the Head Finance and Accounting and bring significant items to the teams’ attention.

• Ensure the Head Finance and Accounting is aware of and prepared for all meetings and appointments.

• Liaise with external and internal customers on behalf of the Head Finance and Accounting.

• Schedule and co-ordinate meeting by arranging Board/meeting room, prepare agendas and support materials, and prepare and distribute minutes for meetings.

• Prepare background materials if necessary, prior to executive meetings and events.

• Serve as a resource and information source regarding unit policies, procedures and operational functions. Greet office visitors and telephone callers and answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files.

• Set up and manage filing system for Bonds, Loans, Insurance and other documents held by the Head Finance and Accounting.

• Provide assistance in the annual financial audit where directed by the Head Finance and Accounting.

• Maintain monthly attendance record of staff.

• Order office stationery and supplies from stores.

• Ensure that the department is adequately outfitted with furniture, equipment, etc.

• Assist in completion and distribution of departmental reports.

• Receive and distribute all incoming correspondence.

• Provides administrative support to the Head Finance and Accounting on certain projects.

• Perform any other related duties as necessary.

 QUALIFICATIONS AND EXPERIENCE:

 Minimum Requirements:

• Bachelor of Science Degree in Business Administration, Management or any other related field. 

• Computer literacy with familiarity in Microsoft Office. 

• A minimum of five (5) years experience performing administrative duties in a comparable environment. 

• Any equivalent combination of training and experience.

Special Skills and Knowledge:

• Must be able to work independently and as a member of a Team. 

• Must have a high degree of confidentiality. 

• Ability to establish and maintain effective working relationships. 

• Ability to express ideas clearly and concisely, orally and in writing. 

• Ability to multi-task. 

• Good time-management skills. 

• Excellent organizational, interpersonal and communication skills. 

• Good analytical, problem solving and information gathering skills. 

• Must be customer focused.

  PERFORMANCE STANDARDS:

• Standards set in relation to the Department’s strategic objectives and budgets.
• NIPDEC’s policies and procedures.
• Established professional standards, industry best practice and statutory requirements.