Administrative Assistant II - C&P

Administrative Assistant II

ADMINISTRATIVE ASSISTANT II – C&P

DEPARTMENT: CONTRACTS AND PROCUREMENT

OBJECTIVES:

The provision of administrative and general support services to the Contracts and Procurement Team with the implementation of the SAP S4HANA System

KEY DUTIES

− Assists in the general co-ordination of the Team’s work plans, as directed. Disseminates information, monitors project/assignment status, initiates follow up action and reports on same as directed.

− Follows up with teams and external stakeholders, primarily vendors, as needed

− Schedules meetings and appointments as directed. Prepares and distributes agenda and other related documents, reserves meeting room and makes any other arrangements in a timely manner.

− Types/transcribes/prepares correspondence, minutes, reports, forms and presentations as requested.

− Edits and formats same for accuracy and clarity, in keeping with related divisional and corporate standards.

− Provides support for the planning and execution of Vendor Forum

− Collect and collates data and prepares preliminary statistical and other primary reports in a timely and accurate manner as required.

RELATIONSHIPS

Internal: Liaises with personnel throughout the Company, primarily the SAP Implementation team

External: Liaises with contractors and suppliers

JOB SPECIFICATION

MINIMUM QUALIFICATIONS

Education: Five (5) GCE O' Level or CXC General Proficiency subjects, including English and Math. Advanced typing (50-60 w.p.m.).

Experience: Three (3) to five (5) years’ relevant experience, preferably in the Energy Sector.

Knowledge & Skills:

− Working knowledge of office administration practices and procedures.

− Working knowledge of company policy and procedures.

− Proficiency in the use of Word, Excel and PowerPoint in information management, document preparation and data manipulation.

− Ability to maintain confidentiality.

− Ability to communicate effectively, both orally and in writing.

− Ability to function effectively in a team-based environment.

− Ability to develop and maintain healthy working relationships.

− Ability to analyse problems and develop workable solutions.