Administrative Assistant
Sheer
Logic Management Consultants is seeking to engage dynamic individuals for an
Administrative Assistant Position for one of our clients.
Responsibilities
·
Manage the reception; including
receiving, screen and transferring calls to relevant staff
·
Interface with the visitors to the
office, welcoming guests and responding to enquiries
·
Collecting, sorting, distributing and
preparing mails, messages and courier deliveries
·
With assistance from the Office
assistant, making coffee and tea for staff and visitors
·
Support organization on meetings and
conferences
·
Provide secretarial support to staff
when need arise.
Administrative services
·
Liaise with ICT providers to ensure
ICT administration is effectively carried out and internal IT issues are
addressed
·
Management of consumables stock and
oversee office maintenance, repairs and cleaning and re-order of goods.
·
Management of assets, utilities and
consumables – telephone usage, photocopying & printing
·
File data/documents and maintain
records by making sure relevant documents are filed properly.
·
Maintaining cleanliness and
orderliness in the office, with the help of the office assistant.
·
Assist on management of accounts for
suppliers of office supplies and other service providers, including internet,
phone, electricity, and advising when services are due for payment.
·
Asset management and maintenance.
·
Enhance the office outlook.
·
Provide administrative support on
statutory liaison.
·
Taking minutes of meetings in a
professional way then having them approved before being filed.
·
Supervising Office assistant
·
Taking care of other staff related
activities as may be determined by the Head of Finance & Administration
Logistics and Travel
·
Managing staff travel and related
accommodation bookings for staff
·
Organization of functions of
workshops and meetings
·
Coordinate internal meetings,
workshops, retreats and conferences
Procurement management functions
·
Support procurement function
·
Establish and maintain good
relationships with key suppliers
·
Processing orders of supplies
·
Take minutes during the Procurement
Committee meetings
Accounting and Finance functions
·
Management of payables
·
Manage petty cash as per policy and
guidelines
·
Statutory payments and returns
Communication
·
Making sure all emails enquiries on
the info account are attended to and responded to promptly
·
Carrying out any other duties as
assigned from time to time by the management
Qualifications
·
A degree holder in Management or
Administration with office management practical knowledge
·
5 years’ experience in similar
position.
·
Previous experience in an
International NGO.
Skills
·
Public Relations, Front Office
Management, Secretarial and Cooperate Communication.
·
Proficiency in Microsoft Office Suite
·
Proven office organizational and file
management skills,
·
Excellent communications skills:
(with all levels of people i.e. public, staff, partners, donors offices, CEO’s,
Government officials, service providers)
·
Excellent team player with good
inter-personal relationship
·
Excellent computer writing skills –
(minutes and workshop reports) Strong ability to
multitask, an eye for details and high level of
accuracy Highly self-organized, coordination and
ability to work under pressure
·
Ability to work with minimum
supervision, and possess problem solving skills
·
Understanding of the development
sector, current trends and willingness to learn Understanding of the Navision
ERP
·
Basic accounting knowledge and
experience
Factory Manager
Role Purpose
The
EPZ Manager is fully responsible for the entire EPZ Area (covering the
Vegetable and Roses Packhouses) and to ensure that Industry and Company
standards are adhered to, with any corrective action implemented. This
includes overseeing site logistical operations, including equipment, machinery
and fabric maintenance.
The
EPZ Manager will also oversee the expansion of new facilities and project
management.
Responsibilities
General Administration
People Management and Administration
·
Manage and oversee Packhouse teams
·
Manage casual staff and permanent
employee numbers – Casual labour recruitment, Leave, Salaries, Overtime.
·
Follow up on salary and wage
payments.
·
Maintain staff discipline and welfare
in accordance with company policy.
·
Oversee performance management,
workforce planning and recruitment within the EPZ
·
Organise and follow-up on weekly
meetings to discuss various issues at EPZ including Labour, Security etc.
EPZ Security
·
Ensure the safety of staff as well as
company property
·
Ensure adherence to EPZ/Customs
access control required for all EPZ facilities
·
Ensure compliance with all local and
international security requirements with particular emphasis on customer
requirements
·
Coordinate security trainings and PPE
for EPZ staff
Transport
·
In coordination with Transport
Manager, oversee site logistical operations
·
Facilitate and schedule transport of
EPZ workers
·
Ensure that trucks are released as
scheduled
·
Coordinate the running of the
inter-farm truck
·
Ensure that the produce is dispatched
at the stipulated temperature / maintain Cold Chain
EPZ Store
·
Over all in charge on EPZ Store
EPZ Canteen
·
Conduct periodical audits to
ascertain adherence to the terms and conditions of the contract
EPZ Clinic
·
Over all in charge on EPZ Clinic
Packhouse Management
General
·
Ensure facilities are clean and well
run
·
Ensure hygiene standards are
maintained
·
Monitor labour efficiency and
authorize overtime for the pack house staff
·
Ensure that the packhouse comply with
all the applicable local and international standards
·
Liaise with farm managers to ensure
that crop harvesting and deliveries to the pack house are efficient and timely
·
Monitor raw material utilization;
ensure that waste/rejects are within acceptable limits and all dumps are
authorized
·
Effectively communicate with the
sales team on stock levels, labour numbers, pack plan, and outload volume and
packhouses packing capacity
·
Co-ordinate all preparations for
audits and customer visits along with the Technical Teams
·
Facilitate daily logistics for
Shipments to Airport
·
Check shipments of both veg and roses
to ensure no discrepancies arise
·
Identify and advise Senior Management
on any emerging issues affecting the EPZ operations whether it be in the
floriculture or horticulture units
·
Develop work plans and budgets
·
Ensure that the packhouse management
systems (Veg and Roses Manager) are used appropriately and that the reports
generated from them are a true reflection of the packhouse operations.
Packhouse Maintenance & Expansion
·
Arrange for prompt repair and
maintenance of Packhouse equipment and external machinery – Cold rooms, Water
system and Solar system.
·
Monitor the efficiency of the cold
rooms to ensure that the specified temperatures for the various products are
maintained
·
Liaise with Head Office for the
procurement of all materials required for maintenance
·
Maintain the physical condition of
the facility
·
Budget, plan and prepare for
expansion projects
Key Competencies
·
A specialist in organization,
production and supply chain management;
·
Self-motivated, strategic thinker
with excellent crisis management skills and able to bring solutions to the
table;
·
Degree educated with a minimum 10
years’ experience in a busy Packhouse/Site/Plant environment and fully
conversant with factory operations in the food processing industry;
·
Ardent advocate of systems and
procedures, good manufacturing standards and other social welfare standards;
·
Fully proficient in Kaizen, Lean
management and processing techniques;
·
Strong administration, site
management and people management skills;
·
Ideally well versed in factory
building and project management.
How to Apply
