Confidential Secretary at Amaiden Energy Nigeria

Category: Management, Accounting and Administration 
Job Type: Contracts 
Job Nature: Resident

Description

• Maintains and updates the File Registers and Archive Register
• Maintains the Safety of documents in safe cabinets
• Types and manages division correspondence
• Provides accuracy check on basic data and documents requiring DGM’s approval/signature
• Answers the telephone and takes messages
• Makes travel and other logistics arrangements for the DGM and other members of the division
• Responds to memos/letters (internal/external) as directed by the DGM
• Organize and setup Compliance Weekly Meetings by booking required meeting rooms & invitations to all invitees.
• Collate and Submit Weekly Report from all team members for the DGM Compliance
• Plan & Organize monthly Conversation Cafes in all districts.
• Procure and Organize Souvenirs & Services required for the department for Events, Projects & Programmes
• Ensures office equipment used in the office are in good working condition and arranges for repairs/services/replacement as necessary
• Maintains DGM’s diary, manages appointments and provides first point of contact
• Manages requisition of standard goods and stationery ,refreshments, furniture and all other housekeeping requirements for the DGM’s office and for the department
• Ensures all documentation is appropriately filed for ease of reference and efficient retrieval.
• Carries out general administration e.g. – timesheets, vacation chart, follows up payment of invoices, mission allowances, etc
• Prepares presentation documentation for the DGM and other members of the division
• Prepares the Agenda, Chairman’s Memo and draws up the programme as directed by the DGM for TIC Meetings
• Organises any other meetings as required by the division and types up and circulates minutes
• Create and maintain (share points)
• Manage functional requests for the DGM’s office including Finance & accounts, General Services, Travels, and Communication etc.
• Handle and prepare invoices and work orders for procured projects.
• Work with other secretaries within the directorate in communicating necessary changes and updates to the entity and the ED’s office.
• Plan & Assist the DGM Compliance to host trainings and workshops for external partners including but not limited to External Vendors, OPTS and other Compliance stakeholders
• Keep records of monthly Absence schedules for all Compliance Team and publish all DOAs for the DGM to necessary recipients.
• Collate and File all Compliance Training attendances on the W Drive and assist to update records on a compass excel sheet.
• Keep records of all Q&A submitted by Compliance Officers taken during their training.
• Make request for a Compliance Intern in every batch and supervise their work flow and weekly report for SIWES.
• Assume the position of IST Correspondent and provide IST needs to all team members while liaising with the Business Analyst.
• Conduct a monthly meeting with Business Analyst on IST needs, submit monthly reports and annual forecast for IST needs within the entity.
• Performs any other duties as directed by the DGM

Job Requirements

• Previous years of experience in similar role.