NPL Senior Secretary in Accounts

Under the direction of the Financial Controller, the Senior secretary is responsible for providing a diverse range of clerical and secretarial support services to ensure the efficient and effective functioning of the Finance and Accounts department

REMUNERATION

Basic Salary: $1,711,060.00-2,301,186.00 per annum

2 Year Renewable Contract 

NUTRITION PRODUCTS LIMITED  

POST IDENTIFICATION

TITLE OF POST                                     :           Senior Secretary   

POST NUMBER

POST CLASSIFICATION                     :           OPS/SS 3

DEPARTMENT                                     :           Finance and Accounts Department

JOB SPECIFICATION

Core Functions:

Under the direction of the Financial Controller, the Senior secretary is responsible for providing a diverse range of clerical and secretarial support services to ensure the efficient and effective functioning of the Finance and Accounts department

Key Outputs:

• Minutes recorded, transcribed, and distributed
• Correspondence from the department collated, edited, compiled, and distributed
• Reports and notes produced, reproduced, and distributed
• Internal and external requests for information processed and communicated
• Records, files, and diary established and maintained
• Inventory of stationary and supplies maintained
• Documents appropriately filed and maintained
• Leave/attendance records communicated to HR
• Meetings scheduled and communicated through MIS
• Office administration managed and deadlines met
• Office supplies maintained

Duties and Responsibilities

1. Prepare, edit, compile, and distribute all letters, memoranda, reports, and other correspondences to internal and external customers.

1. Manage and respond to all departmental incoming inquiries/requests for information within the scope of authority or re-direct them to the appropriate personnel

1. Draft letters of a routine nature and other correspondence for the Financial Controller

1. Receive, screen, and route telephone calls with and relay messages accurately.

1. Manage the department’s calendar ensuring all deadlines and appointments are met.

1. Prepare Statutory Monthly Payroll Deduction Returns

ü  Education Taxes

ü  Payroll Taxes

ü  NIS Taxes

ü  NHT Taxes

1. Prepare letters and visit related offices (NHT, NIS, HEART Trust) to ensure the company’s tax compliance.

1. Ensure that the signing officers' information remains updated for all banks.

1. Prepare vacation leave schedules for HOD confirmation before submission to the HR Department to ensure the department is staffed at all times.

1. Assist the Payables Department in providing information to the Ministry of Education and Youth (MoEY) as it relates to the Expenditure of the company

1. Assist with the preparation of the Monthly Financial Report

1. Maintain adequate inventory of office supplies

1. Attend, record, and produce agenda and minutes for committee and operational meetings

1. Assist with Audit schedules

1. Assist with the preparation of annual budget for presentation to the Ministry of Education and Youth (MoEY)

1. Develop and maintain digital and manual files under the guidelines of the Access to Information and Data Protection Acts.

1. Inform the Ministry of Education and Youth (MoEY) of the monthly bank balance.

1. Document all received from the Ministry of Education and Youth (MoEY) and communicate all essential information.

1. Ensures that all materials handled by the Financial Controller are kept confidential and that minutes and information from minutes are kept confidential and private;

1. Requests and distributes stationery for the Department.  This includes:

a)   Monitoring the usage of the items and make representation for re-ordering;

b)   Soliciting the input of staff within the Department in respect to their needs and goods for ordering;

1. Performs any other related duties that may be assigned from time to time.

MINIMUM REQUIREMENTS

(a)         Specific knowledge (however acquired) of general procedures

• Comprehensive knowledge of secretarial practice procedures
• Sound knowledge of FAA Act
• Sound knowledge of Government Procurement Guidelines
• Sound Knowledge of accounting practices and principles

• Sound knowledge of relevant computer systems and applications

(b)         Qualification & Experience

• Diploma Management Studies or Public Administration
• Certificate in Secretarial Studies from a recognized institution
• Experience in administration and research
• two (2) years’ secretarial/junior administration experience.

(c)         Required skills and Specialized Techniques

• Excellent time management and organizational skills
• Ability to research and ‘mine’ for information/data
• Ability to work on own initiative
• Good planning skills
• Good analytical skills
• Ability work under pressure
• Good vision for details, methodical
• Be able to work with confidential information
• Excellent interpersonal and communication skills;
• Excellent resourceful skills

(d)         Working Conditions

• Office environment
• Occasional irregular work to assist in promotional events for the Company
• Constant flow/heavy traffic of internal and external clients (visitors, staff)
• Occasional walking across compound to make delivery of mails in the absence of the messenger

JOB DESCRIPTION

REPORTING RELATIONSHIPS

Reports To:                                                   Financial Controller

                                                                                                                                    ____

Supervision Given To:                                  Nature of Supervision                   

          (a)     Directly:                                    N/A

(b)         Indirectly:                                 N/A

Liaises with:

(a)         Internally

Financial Controller

HR Manager/Officer

Customer Service Manager

(b)         Externally

Contractors

Suppliers

Ministry of Education and Youth (MoEY)

External Auditors

Banks

AUTHORITY TO:

• Screen telephone calls and visitors
• Circulate memoranda and circulars
• Follow-up on outstanding matters

PERFORMANCE CRITERIA:

This job is satisfactorily performed when:

• Secretarial standards are strictly adhered to;
• Job functions are performed accurately and submitted by required deadline
• Confidentiality, integrity and tact are exercised in the performance of duties.
• Stationaries distributed within established standards
•  Minutes accurately transcribed and distributed within established timeframe
• Follow ups conducted in a timely manner
• Accurate advice/guidance provided in a timely manner
• Letters/correspondence edited, compiled and distributed within established timeframe
• Diary accurately managed
• Quotation sourced within established timeframe
• Stationery maintained in accordance with established timeframe
• Departmental files maintained in accordance with established standards
•  
• Documents photocopied within established timeframe
• Meetings scheduled and support provided in accordance with established standards  

•  Collectors’ verification reports accurately summarized and submitted within established timeframe