Personal Assistant at United Gym Investment

United Gypsum Investment LTD invites applications from suitably qualified candidates for the following position . The successful candidate selected for these position will be subject to a pre-employment background check.

ADMINISTRATIVE ASSISTANT

The Administrative Assistant- Front Office will manage the visitors and provide general administrative assistance to the Country office staff. Some HR experience will be an added advantage. S/he will report to the Director of Operations

Responsibilities

• Maintain the front office in a professional and orderly manner
• Handle external and internal clients, via phone calls and walk-ins.
• Maintain phone and fax logs and review telephone bills to ensure accuracy and billing of personal calls to relevant officers. Provide a summary of personal calls to supervisor for recovery from concerned staff.
• Handle all office correspondences including package deliveries. Maintain a log of all mail delivered and received. Ensure prompt distribution of mails to addresses.
• Ensure that all payments to vendors are promptly disbursed and receipts collected.
• This includes keeping a check register that records all payee agents.
• Assist with administrative and logistical support to the office team such as making advance reservations for lodges and meetings. This will include knowledge in basic procurement processes, experience in assisting with coordinating office transport.
• Assist in managing conference room availability and handle its reservation for different unit meetings.
• Update the in-house United Gypsum staff telephone directory and of partner organizations, donors and vendors both on hard and soft copy.
• Handle the country office’s petty cash and ensure timely reimbursement of the petty cash
• Assist in preparing letters/ memos and other office communications.

Qualifications

• Diploma or higher in Business Administration/Human Resource or relevant field.
• Minimum 3 years’ experience in a busy office
• Experience working with Expatriates, Immigration and Travel agencies.
• Customer relationship management/ office administration
• Experience working in a multicultural environment.
• Team player.
• Analytical, problem solving or decision-making skills.
• Effective verbal and listening communications skills.
• Computer skills including the ability to use Excel at a highly proficient level.
• Time management skills.
• Demonstrate multi-tasking abilities and stress management skills

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