Office Administrator at Vesta Healthcare Partners

Location: Victoria Island, Lagos
Reports To: Managing Partner
Department: Support Services
Type of Employment: Permanent
Grade: Officer
Start Date: Immediate

Candidate Profile

• Confident, flexible, highly organised, enthusiastic and well-presented professional with the ability to multitask, work under pressure and use initiative to make informed and appropriate decisions when needed.
• The successful candidate will be offered the opportunity, as part of successful career progression, promotion into the role of Office Manager

Main Responsibilities
Executive Assistant:

• Actively supporting Partner-level client service and Project delivery
• Handling correspondence on behalf of Managing Partner
• Organising travel and accommodation arrangements
• Scheduling internal and external appointments as requested

Front Office Receptionist:

• Serves as “the face and voice of Vesta Healthcare”
• Meet and Greet Visitors
• Answer and Direct Incoming Calls
• Place Outbound Calls for Staff
• Distribute Incoming Mail
• Despatch Outgoing Mail

Handle all Deliveries:

• Office Administration
• Manage administrative issues relating to clients, project teams and suppliers
• Maintain and update company website and databases
• Maintain filing and retrieval system for company documents
• Answer queries by employees and clients
• Review and update office policies on a regular basis
• Maintain company calendar with a schedule of key appointments
• Book meeting rooms and maintain stock of meeting materials
• Handle confidential information with discretion
• Schedule and arrange in-house and external events
• Oversee recruitment, evaluation, promotion and retention of support staff
• Organise Project Team business travel including visas and accommodation
• Process claims for travel expenses incurred by the Project Team
• Maintain and monitor financial records relating to travel expenditure
• Arrange and supervise provision of refreshments for guests
• Manage and monitor stock of office supplies to arrange replacement orders
• Bind documents and presentations
• Make photocopies
• Send and receive faxes
• Line Management of Support Staff (Cleaner, Drivers, Security)

Office Accounts and Book Keeping:

• Prepare, submit and manage monthly Office Budget
• Retire, submit and file monthly Office Budget accounts
• Liaise with and submit Monthly accounts to Lagos Accountant
• Prepare and issue Invoices for Project Fees
• Prepare and issue Payment Vouchers for payments
• Issue Receipts on behalf of Vesta on invoice payment
• Management of the central register for Debtors and Creditors

Facility Management:

• Ensure smooth running and impeccable appearance of Vesta office
• Responsible for continual functioning of business and IT systems
• Maintain office filing and storage systems
• Guarantee environmental, health and safety standards
• Ensure uninterrupted utilities function (Water, Electricity, Internet, Telecoms, etc)
• Manage smooth running of Generators, Inverter, Borehole, etc
• Manage small company car fleet

Project Administration & Support:

• Prepare Project Reports and Presentations using Word, PowerPoint and Excel
• Assist Project Associates, Analysts and Managers in project work
• Undertake project work administrative tasks
• Plan and organise project functions including booking venues, equipment, etc
• Organise meetings and teleconferences for Project Team

Knowledge/Experience
Essential:

• Good (Second Class Upper Division) First Degree
• Strong organisational skills
• Minimum 2 years’ Office Administration experience with an international organisation
• Outstanding written and verbal communication skills
• Excellent computer skills in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Confident and assertive individual willing to work independently
• Fully flexible with ability to work additional hours as required to complete a task

Desirable:

• Master’s Degree or equivalent
• Previous relevant multinational experience in healthcare or life sciences sector

Essential Behaviour /Skill Requirements:

• Professional presence and appearance
• Excellent interpersonal skills
• Excellent planning and organisational skills
• Ability to multi-task and work under pressure
• Excellent attention to detail
• Ability to use initiative and work alone
• Commitment and flexibility to get a job done
• Motivated and Driven
• Takes ownership of personal development

Basic Terms and Conditions of Employment
Hours of Duty:

• Normal hours of work are between 08.30am to 5.30pm Mondays to Fridays. However, the Office Administrator is required to work outside these normal hours, or additional hours, as may be necessary for the proper performance of his/her duties without extra remuneration.

Compensation
A compensation package has been established to attract the best talent for this position including a competitive Salary and an Annual Performance Bonus.