Temporary Administrative Officer

Assist with the planning and execution of all administrative functions

This position is open only to nationals of Trinidad and Tobago and those holding valid authorization to work in the country. 

All applicants must be resident in the country.

Our client located in Port of Spain is seeking to recruit the following candidate: TEMPORARY ADMINISTRATIVE OFFICER

Salary - $12,000.00

Status – 6 months Contract

KEY RESPONSIBILITIES:

• Perform recording and secretarial duties for the Country Manager/ Designate and the local
  board.
   Preparation, circulation and filing of all documents for board meetings.
   Record minutes of departmental, staff and management meetingsand where applicable, follow
  up on action items in a timely manner.
   Liaise with the Compliance Department and other relevant departments to prepare appropriate
  responses for the Regulators in a timely manner.
   Preparation of business letters, memoranda, monthly reports, and other correspondence.
   Document Management – File departmental documents (including electronic filing) in an
  organized and systematic manner to facilitate fast retrieval and collaborate with other
  members of the respective companies/departments to ensure compliance with all filing policies
  and procedures.
  
   Manage all incoming and outgoing mail, ensuring proper receipt, recording, and routing to the
  appropriate departments. All mail from our Regulators MUST be immediately scanned and
  filed in the named folder.
   Coordinate the logistics of workshops, meetings, etc., including, inter alia, travel requirements
  (whenever necessary) and monthly Executive Management meetings.
   Coordinate or liaise with the Country Manager or Designate and members of the Strategic
  Business Units for the timely submission of documents/reports and prepare of the Balance
  Score Card Reports.
   Compile and send Audit Report responses.
   Managing the overall maintenance of the warehouse facility, the office building, including
  security, equipment, and tools for optimal staff performance Complete special projects as
  assigned by the Country Manager or Designate.
   Coordination of the daily disbursement of all company cheques and maintenance of customer
  cheque records.
   Prepare all Sub-Agent and Biller Agreements, and once completed ensure all relevant
  documentation is promptly filed.
   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.
   Oversees the duties of the Administrative Assistant, Courier and the custodial services
  provider.
   Ensure prompt attention to company motor vehicle maintenance.
   Ensure the telephone directory listing for the Company (Trinidad) office is updated and
  distributed as required.
   Compile and submit payroll information (to the HR department) for the administration
  department on or before the 14 th of each month.
   Submission of expense claims as needed.
   Distribution of company mobile phones to staff.
   Perform any other job-related duties assigned by the Country Manager or Designate from time
  to time.

MINIMUM REQUIREMENTS

• Required Qualification, Experience, Knowledge and skills:
   Bachelor’ Degree in Business Administration or University Secretarial Diploma from a
  recognized institution
   Five (5) GCE Level/CXC passes, inclusive of English Language, Mathematics and Accounts
   Three (3) years’ experience in a similar capacity inclusive supervisory experience
   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