Title: Admin and IT Assistant
Reporting to: HR
and Admin Manager
Purpose of the role: Oversee the administrative services of an organization.
They assign responsibilities to administrative staff and ensure the facilities
are equipped with the supplies and services needed.
Internal profile: All departments
External profile: Suppliers
Key task and responsibility
Reception Duties
·
Answer general phone inquiries using
a professional and courteous manner
·
Direct phone inquiries to the appropriate
staff members
·
Reply to general information requests
with the accurate information
·
Booking meetings, venues and
confirming attendance
·
Greet clients/suppliers/visitors to
the organization in a professional and friendly manner
·
handle customer inquiries and
complaints
Administration Duties
·
Provides supplies by identifying
needs for reception, switchboard, mailroom, and kitchen;
·
Establishing policies, procedures,
and work schedules
·
Ensure operations run smoothly within
departments such as information and data processing, mail, materials scheduling
and distribution, printing and production, records management,
telecommunications management, security, recycling, wellness, and
transportation services
·
Oversee the preparation, analysis,
negotiation, and review of contracts related to the purchase or sale of
equipment, materials, supplies, products, or services.
·
Completes special projects by
organizing and coordinating information and requirements; planning, arranging,
and meeting schedules; monitoring results
Documentation
·
Provides historical reference by
developing and utilizing filing and retrieval systems.
·
Improves program and service quality
by devising new applications; updating procedures; evaluating system results
with users.
·
Maintains continuity among corporate,
division, and local work teams by documenting and communicating actions,
irregularities, and continuing needs.
·
Ensure filing systems are maintained
and current
·
Establish and monitor procedures for
record keeping
·
Ensure security, integrity and
confidentiality of data
·
Prepare operational reports and
schedules to ensure efficiency
·
Co-ordinate schedules, appointments
and bookings
·
Monitor and maintain office supplies
inventory
·
Review and approve office supply
acquisitions
Security and Maintenance
·
Plan long and short-term maintenance
needs.
·
Modernize and update equipment.
·
Handle the acquisition, distribution,
and storage of equipment and supplies.
·
Preside over disposal of unclaimed
property.
·
Plan and design grounds maintenance.
·
Develop energy efficiency procedures.
·
Plan workspaces.
·
Oversee renovation projects.
·
Monitor facility for security.
·
Provides communication systems by
identifying needs; evaluating options; maintaining equipment; approving
invoices
Qualifications and requirements
·
Degree in Business Management
·
Diploma in Business Admin or HR
·
At least 2 years in a busy industry
Personal attributes
·
Organizational skills
·
Analytical skills
·
Well developed interpersonal skills
·
Team working skills
·
Diplomacy
·
Management and leadership skills
·
Tracking Budget Expenses
·
Quality Management and Organization
·
Ability Coaching and Motivating
Others
·
Communication Processes
·
Reporting Skills
Applicants should apply to blumeafrica@gmail.com by 8th of February, 2017
