Office Manager at Visa Incorporated

Location: Lagos, Lagos, NG
Job: Admin. Support
Job Number :141016

Description
1. Company Overview

• Common Purpose, Uncommon Opportunity. Everyone at Visa works with one goal in mind – making sure that Visa is the best way to pay and be paid, for everyone everywhere.
• This is our global vision and the common purpose that unites the entire Visa team.
• As a global payments technology company, tech is at the heart of what we do: Our VisaNet network processes over 13,000 transactions per second for people and businesses around the world, enabling them to use digital currency instead of cash and checks.
• We are also global advocates for financial inclusion, working with partners around the world to help those who lack access to financial services join the global economy.
• Visa’s sponsorships, including the Olympics and FIFA™ World Cup, celebrate teamwork, diversity, and excellence throughout the world.
• If you have a passion to make a difference in the lives of people around the world, Visa offers an uncommon opportunity to build a strong, thriving career.
• Visa is fueled by our team of talented employees who continuously raise the bar on delivering the convenience and security of digital currency to people all over the world.
• Join our team and find out how Visa is everywhere you want to be.

2. Purpose

•     To provide a high level administrative and co-ordination support service to the Lagos office
•     To undertake specific projects and activities as requested by the country Manager
•     To independently manage all West African office Client or Staff Events

3. Principle Accountabilities/Key Results Area

Administration:
Outputs to deliver this accountability:

•     Ensure a good flow of communication and excellent secretarial and administrative support is provided for the Country Manager
•     Organise, coordinate and communicate details meetings as appropriate
•     Organise and compile agendas, briefing papers and any preparatory paper work / briefing packs as may be required
•     Capture expense claims ensuring compliance and appropriate finance processes are followed
•     Forward planning of itineraries and travel schedules to ensure feasibility of trips (manage planning of the trip as well as diary / itinerary with a view to ensure that trips gets maximum benefit)
•     Ensure all administrative tasks are executed, paying attention to detail ensuring correctness and compliance
•     Organisation and planning in conjunction with the relevant team members the daily schedules/diaries and meetings to ensure the most effective use of time. In conjunction with relevant team members plan and collate meeting briefing packs, ensuring appropriate levels of confidentiality and brand compliance at all times
•     In conjunction with relevant team members, compile pre-meeting briefing notes
•     Support with general administration, distributing mail as appropriate, arrange courier services as appropriate
•     Set up PO’s and give guidance as appropriate
•     Act as West African point of contact for Regional or Global distributions to staff.
•     In conjunction with relevant team members, compile monthly business reports, ensuring that these are available on time and at the required level of quality
•     Take minutes at the various meetings and forums as appropriate, collate and distribute post meetings
•     Compile West Africa contribution to company monthly newsletter for Visa SSA. Ensure that information is relevant and appropriate and sent within required deadlines

Events Management:
Outputs to deliver this accountability:

•     Independently Project manage Visa West Africa events, client workshops, Road shows and Management Meetings, in accordance with the Events Management compliance policies
•     Ensure that all office events are fully supported from an administrative and liaison perspective,
•     Maintain all compliance processes and documentation related to events management

Office Management:
Outputs to deliver this accountability:

•     Primary responsibility for the maintenance of all office facilities. To ensure that the most efficient use of departmental budgets. Responsibility for procurement, maintenance and replacement for the office equipment and supplies.
•     Ensure that the Lagos Office Operating, Business Conduct, Quality, Health & Safety and Business Resumption Procedures and Policies are adhered to and reviewed in accordance with Visa policy.
•     To provide necessary financial, HR and administration reporting for Visa CEMEA.
•     To undertake responsibility for ensuring facilities and associated infrastructure including all office equipment, stationery and computer services (including day-to-day budgetary accountability).
•     To be responsible for a range of accounting tasks for the Lagos office ensuring compliance with local legislation, authorities and regulators and providing appropriate reports.
•     To manage the diary of the office driver and be primary contact with the company/s that supply drivers and office vehicles
•     Liaise with Avis and G4S to ensure transfers with appropriate security support are in place
•     May support, as required by Country manager, on any Business development activities
•     Provide periodical reports( Weekly/Monthly or quarterly ) as agreed with Management

Travel & Immigration:
Outputs to deliver this accountability:

•     Book and co-ordinate travel arrangements within tight deadlines
•     Compile itineraries and liaise with regional offices to ensure business trips run smoothly.
•     Reserving flights and hotels all per Visa T&E policy and other compliance policies
•     Organising entry visas for travel and immigration
•     Track and report on West African office travel spend as required by Management

Teamwork:
Outputs to deliver this accountability:

•     Actively contribute to the effectiveness of the team by supporting and co-operating with colleagues and providing cover during period of absence.
•     The flexibility to liaise with various functions both within Visa and externally to deliver ad hoc projects

Qualifications and Experience required
Professional

•     Demonstrated experience in a similar role
•     Strong administration and analytical skills
•     Experience working in a multinational organisation.
•     Self-motivated and able to use own initiative
•     Can-do attitude
•     Creative problem solver
•     Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
•     Ability to recognize potential issues as they arise and escalate appropriately
•     Excellent organisation skills, time management
•     Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders
•     Multicultural sensitivity and excellent interpersonal skills are essential including the ability to work effectively as part of a team
•     Great team player, collaborator
•     Exceptional communication skills in person, over email, telephone etc.
•     Must be proactive and solution oriented, looking for ways to add value and assist the team
•     Demonstrated ability to multi-task and prioritize work with a strong attention to detail
•     Ability to multi-task and able to work with minimal supervision
•     Intuitive and not afraid to challenge

Technical

•     System savvy: Oracle, etc
•     Superb diary management
•     Good knowledge of Visa systems and products
•     Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, , Outlook, Word, and PowerPoint)