To ensure efficient and smooth operation within the GIG vision 2016 by designing effective Finance and Corporate Services systems, policies and procedures.
Duties & Responsibilities;
Coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional and/or management staff area of responsibility
scientific or technical material, numerical data, charts and forms.
Receives and screens visitors and telephone call, takes messages, schedules appointments for professional(s) and/or management staff and
Provides information to callers for requiring knowledge of company’s operations, supervisor point of view, and the interpretation and application of policies and procedures.
Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.
Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor control.
Enters, retrieves, updates, verifies, and deletes information from electronic files.
Takes minutes or recordings of meetings. Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
Maintains confidentiality of documents and information received. Keeps informed of office details and advises management of problems.
Assists in the preparation of budgets repots and financial reports;
Prepares and monitors timekeeping and other personnel records.
Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels.
Job Requirement
Qualification and Experience
BA in Secretarial Science & office management or related fields with a minimum of 4 years direct experiences or Diploma in Secretarial Science & office management or related fields with a minimum of 6 years direct experiences
Knowledge of office practices, procedures, and computer software programs.
Knowledge of correct English usage and grammar.
Knowledge of the organization and composition of letters, minutes, reports, charts, and spreadsheets.
Knowledge of scheduling and coordinating travel arrangements.
Skill in typing from clear copy at a rate of 40 net words per minute.
Ability to follow, applies, interpret, and explain instructions and/or guidelines.
Ability to determine work priorities. Ability to make decisions and take appropriate actions.
Ability to meet schedules and deadlines of the work area.
Ability to perform mathematical calculations and to communicate effectively.
Ability to compose routine correspondence and reports.
Ability to type and to operate standard office equipment.