Executive Assistant/Office Manager at Adexen

Responsibilities
Assistant Duties:

• Diary management
• Prepare relevant logistics for the team (travel, post, doc distribution).
• Handle office administrative duties (telephone, time management, meeting/event administration, organization of reception of visiting teams and delegations).
• Drafting of letters, memos, reports etc.
• Perform wide variety of administrative support activities, which require the handling of business-sensitive and confidential information.

Office Equipment and Logistics:

• Manage the office daily activities.
• Prepare timely administrative reports, which include situational report, monthly, quarterly and end of the year report with the aim to meet organization’s goals and improve where necessary.
• Coordinate inventory orders and supervise purchase of office administrative supplies; liaise with suppliers and maintain excellent professional relationships externally.
• Review and respond to emails and phone calls from other key management personnel as required, using discretion and judgment in gathering and conveying pertinent information in a timely manner.
• Responsible for planning, organizing and managing events
• Liaise with IM for installation, maintenance and replacement/repair as necessary of IT equipment, systems and IT security, manage external logistics providers.

HR Operations:

• Provide monthly personnel data update via EEDB.
• Liaise with the HR manager on payroll and general office operations.

Finance Operations:

• Point of Contact and interface for Finance,
• Liaise with both local/european finance team, accounting and treasury colleagues to support financial compliant operations.
• Implement and safeguard finance processes.

Security:

• Responsible for all security matters at site.
• Security budget, local crisis management & enterprise risk management.
• Establish and maintain the local site security plan, assess and manage all security risks.
• Implement and control site security procedures.
• Centralize all security-related actions, manage security services contractors & security equipment.
• Responsible for the awareness of employees at site.
• Responsible for the information exchange & reporting to TZS and focal point for the local authorities concerning all security matters.

Desired Skills and Experience

• Bachelor's Degree in any Social Science discipline or related field
• Master's Degree is an added advantage.
• 5-8 years working experience.
• Good communication skill both oral and written.
• Excellent presentation skill and good Microsoft office suite.
• Good people management and ability to interact with top management.