Administrative Assistant at Rossland Consulting Limited

Job Description

• Candidates are advised to carefully read the below requirements before applying.

Overall Role

• The main duty of Administrative Assistant is to ensure the smooth and efficient running of an office, by undertaking a range of logistic, administrative, organizational and IT-related activities.
• The Administrative Assistant works with the administration team and shall utilize office service personnel (guards, cleaners, housekeepers) in completion of duties.
• The Administrative Assistant reports to the Administrator.
• The Administrative Assistant is evaluated by the Administrator

Main Duties and Responsibilities
Logistic Management:

Procurement:

• Create and regularly update a network of local suppliers of goods and services for logistic demands.
• Update quotation catalogue from major suppliers regularly and at least every six months.
• Ensure general office consumables (stationary, maintenance and reception) are attained.
• Process mission need requests (except for payment) in accordance with mission procurement procedures.
• Be the only contact between the demander and supplier and ensure purchase is carried out under open, transparent competition, and free from conflict of interest.
• Communicate with concerned people for delivery, quality check and other clearance steps (liquidation, handover…).
• Collect and file all relevant documents in accordance with auditing demands in a complete manner.
• Reports any irregularities to the next-in-line supervisor.

Logistics:

• Arrange domestic travel and transportation (accommodation, flights…) in accordance with mission travel policy.
• Arrange logistics for expatriate and family international flights (meetings, arrival or departure) in joint effort with HQ logistic department when necessary.
• Follow-ups visa or resident cards for expatriate.

Inventory, Equipment and Vehicle Management:

• Ensure the general office consumables are used in an efficient manner.
• Ensure the safe storage and proper use of all mission equipment’s.
• Monitor the flow of mission equipment’s, carries out check-in & -out, handover, donation procedures when required.
• Follow damage reports, arranges repair or disposal, and organizes routine maintenance.
• Update newly purchased item to inventory follow-up and procurement file.
• Update monthly HQ equipment statement.
• Follow-up routine maintenance for mission vehicles and equipment’s.
• Handle procedures related to licensing.
• Monitor the IT conditions in the office and liaisons with consultant or maintenance service workers to resolve any technical problems.

Clerical Duties:

• Receive, direct and facilitate office visitors.
• Receive and transfer phone calls, post and distribute faxes, mails.
• Record and distribute staff weekly meeting agenda and minutes.
• Manages office petty cash and prepare small cash payments under the instruction of administrator.

Required Skills:

• Problem-solving oriented.
• Ethical, responsible, enthusiastic.
• Strong negotiation skills.
• Strong organization skills.
• Ability to lead good interpersonal interactions with different people.
• Computer literate, particularly with Excel.