The Administrative Assistant is responsible for providing general administrative and secretarial support to the Head of Department (HOD). The incumbent will also be responsible for assisting with the management of activities to achieve set goals and objectives of the department.
Key Responsibilities Include:
Manage the department heads calendar and arrange tentative schedules.
Make arrangements for meetings; attend meetings and prepare and transcribe minute.
Open, sort and screen mail; draft responses on matters for which authority has been delegated.
Arrange for the dispatch of outgoing mails.
Answer the telephone, screen callers, and take and relay messages
Type correspondence and reports from dictation or handwritten copy.
Assist technical staff with preparations for field visits in corporate and rural areas.
Locate and compile information and manipulate and/or format reports, graphs, tables, records and other illustrations.
Organize events and office activities by scheduling rooms, issuing information, coordinating speakers and controlling the budget.
Receive complaints, questions and requests in person or by telephone; provide the necessary information where possible or refer persons to the relevant authorities.
Perform other related functions assigned from time to time.
Good oral and written communication skills.
Excellent interpersonal and customer service skills.
Excellent time management and organizing skills.
Excellent integrity/ethics exercised in the performance of duties.
Proficient in the use of Microsoft Office Suite.