Administrative Officer / Secretary at II Marine Limited

Job Description
Role Expectations
Successful candidate’s functions include:

• Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
• Provides assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives.
• Supervises the work of employees in supporting roles, including assigning workload and monitoring employee performance.
• Oversees and facilitates resources management and administration procedures and documentation for the principal.
• Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational and programmatic matters concerning the Office.
• Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.
• Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise.
• Oversees the operation of office accounts, and plans and monitors expenditures; as appropriate, develops and/or coordinates budgets for the office and associated accounts.
• Provides and/or oversees provision of staff support to the office, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.
• Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Performs miscellaneous job-related duties as assigned.

Required skills and competence Skills:

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Effective verbal and written communication skills.
• Ability to gather data, compile information, and prepare reports.
• Records maintenance skills.
• Skill in budget preparation and fiscal management.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to analyze and solve problems.
• Ability to plan, develop, and coordinate multiple projects.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Skill in organizing resources and establishing priorities.
• Ability to lead and train staff and/or students.
• Conflict resolution and/or mediation skills.
• Demonstrated ability to maintain confidentiality.
• Word processing and/or data entry skills.
• Knowledge of office management principles and procedures.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
• Organizing and coordinating skills.
• Ability to foster a cooperative work environment.
• Knowledge of general accounting principles.
• Knowledge of human resources administration principles and practices.
• Knowledge of administrative policies and procedures as applied to public academic institutions

Qualifications and Experience

• A good first degree in Business Administration or any of the Social Sciences
• An second degree in a relevant course is required
• Membership of relevant professional bodies
• At least 3-5 years of relevant experience in secretarial and administrative management with a reputable organization
• Demonstrated proficiency managing analytically rigorous initiatives.
• Track record in organisation management and leadership at a supervisory level