JOB PURPOSE
Provide clerical and administration support to the Executive Manager.
KEY PERFORMANCE AREAS
• Manage the Executive Manager diary and schedule appointments and any other requests made from time to time.
• Receive visitors for the Executive Manager and make all arrangements for their participation in the meeting.
• Facilitate visitor's security clearance, parking, document preparation etc.
• Make arrangements for meetings, e.g. venue bookings, refreshments and prepare documents.
• Answer and screen telephone calls and handle telephonic requests and queries.
• Maintain a database of all contacts details with whom the Executive Manager has a relationship with.
• Liaise and maintain an effective communication with internal and external stakeholders (e.g. Law enforcement agencies, supervisory bodies and various government and international institutions).
• Maintain records in line with FIC records management policy.
• Ensure that all documents (letters, submissions, working papers etc.) relating to the Executive Manager are registered on the electronic document tracking system.
• Follow-up on issues arising in documents, minutes including acknowledgement of receipt.
• Draft correspondences, reports and documents.
• Handle all documents with appropriate security and utmost discretion.
• Prepare and submit timeously all claims in relation to travel, telephone and cell phone use, any other expenses derived from FIC work undertaken by the Executive Manager.
• Identify stationery requirements and procure in line with the SCM and Finance policies.
• Take minutes in meetings on request.
• Keep various registers and databases up to date.
• Maintain an update Curriculum Vitae of the Executive Manager and other material for use in conferences, interviews, etc.
• Ensure that the Office of the Executive Manager is at all times kept cleaned and in good condition.
• Facilitate for regular receipt of newspapers, journals and magazines and any other literature or items, which might be required from time to time.
• Ensure strict security levels are maintained at all times in the Office of the Executive Manager, including maintaining a strict clean-desk policy in which all documents are appropriately registered and stored in a secure facilities, shredding all unwanted documents.
• Maintain a filing system.
• Coordinate all travel arrangements (both national and international) including programs and meeting agendas, accommodation, subsistence, foreign exchange etc.)
• Perform any other duty as required.
EDUCATION, SKILLS AND EXPERIENCE
• Diploma
• Minimum 5 years of experience as a Personal Assistant
• Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
• Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position
• Demonstrated exercise sound judgement/common sense
• Demonstrated attention to detail and strong administrative skills
• Proactive and professional with the ability to multi-task.
• Demonstrated ability to work within a team
