Office Administrator at Vesta Healthcare Partners

Profile

• Well-presented, articulate, confident, flexible, highly organised, enthusiastic and 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.

Responsibilities
Business Development, Office Administration & Project Support:

• Actively seek and secure new business opportunities for Vesta Healthcare
• Assist Partners, Analysts and Associates with project work
• Schedule internal and external Partner appointments as required
• Prepare Project Reports and Presentations using Word, PowerPoint and Excel
• Organise meetings, teleconferences, book venues, equipment, etc for Project Team
• Organise travel and accommodation arrangements for Partners, Analysts and Associates
• Maintain and update company website and databases
• Maintain filing and retrieval system for company documents
• 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
• Organise Project Team business travel including visas and accommodation
• Arrange and supervise provision of refreshments for guests
• Manage and monitor stock of office supplies to arrange replacement orders
• Make photocopies, bind documents and presentations, send and receive faxes
• Line Management of Support Staff (Cleaner, Drivers, Security)

Facility Management:

• Ensure smooth running and impeccable appearance of Vesta office
• Source, manage and verify vendors and service providers
• Responsible for continual functioning of business and IT 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

Front Office Receptionist:

• Serve as “the face and voice of Vesta Healthcare”; Meet and greet all visitors
• Answer and direct incoming calls, place outbound calls for members of staff
• Distribute incoming mail, despatch outgoing mail
• Handle all deliveries

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
• Prepare and issue Receipts on behalf of Vesta on invoice payment
• Process claims for travel expenses incurred by the Project Team
• Maintain and monitor financial records relating to travel expenditure
• Management of the central register for Debtors and Creditors

Knowledge/Experience
Essential:

• Good First Degree (Second Class Upper, First Class)
• 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

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

• This position is based in Victoria Island, Lagos and will be offered on a permanent basis.
• A compensation package has been established to attract the best talent for this position including a competitive Salary and an Annual Performance Bonus.

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Profile

• Well-presented, articulate, confident, flexible, highly organised, enthusiastic and 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.

Responsibilities
Business Development, Office Administration & Project Support:

• Actively seek and secure new business opportunities for Vesta Healthcare
• Assist Partners, Analysts and Associates with project work
• Schedule internal and external Partner appointments as required
• Prepare Project Reports and Presentations using Word, PowerPoint and Excel
• Organise meetings, teleconferences, book venues, equipment, etc for Project Team
• Organise travel and accommodation arrangements for Partners, Analysts and Associates
• Maintain and update company website and databases
• Maintain filing and retrieval system for company documents
• 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
• Organise Project Team business travel including visas and accommodation
• Arrange and supervise provision of refreshments for guests
• Manage and monitor stock of office supplies to arrange replacement orders
• Make photocopies, bind documents and presentations, send and receive faxes
• Line Management of Support Staff (Cleaner, Drivers, Security)

Facility Management:

• Ensure smooth running and impeccable appearance of Vesta office
• Source, manage and verify vendors and service providers
• Responsible for continual functioning of business and IT 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

Front Office Receptionist:

• Serve as “the face and voice of Vesta Healthcare”; Meet and greet all visitors
• Answer and direct incoming calls, place outbound calls for members of staff
• Distribute incoming mail, despatch outgoing mail
• Handle all deliveries

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
• Prepare and issue Receipts on behalf of Vesta on invoice payment
• Process claims for travel expenses incurred by the Project Team
• Maintain and monitor financial records relating to travel expenditure
• Management of the central register for Debtors and Creditors

Knowledge/Experience
Essential:

• Good First Degree (Second Class Upper, First Class)
• 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

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

• This position is based in Victoria Island, Lagos and will be offered on a permanent basis.
• A compensation package has been established to attract the best talent for this position including a competitive Salary and an Annual Performance Bonus.