Protocol And Administrative Officer at Sigma Qualitas Limited

Core Job Functions / Responsibility:
This role is responsible for interfacing with external bodies including embassies, travel agents, Airlines etc for administration/ liaison purposes.

Primary activities

    Provides oversight of activities at the front desk.
    Will be responsible for the facilities managements tasks i.e. Flats/Accommodations for Expatriates.
    Acts as a liaison between the organisation and embassies, airlines and travel agents to process travel documents and purchase airline tickets for all official trips within and outside the country
    Maintains relevant internal information lists (staff contacts details, quick dial numbers, etc.)
    Oversees activities of the organisation’s pool cars and drivers, responding promptly to cases of delinquency, accidents and other emergencies and escalating issues where necessary to management.
    Responsible for event planning, briefing formalities and procedures.
    Liaises with insurance companies and regulatory bodies to ensure prompt renewal of licenses and insurance for vehicles.
    Liaises with the procurement officer for prompt purchase of fuel for the organisation’s pool cars.
    Liaises with vendors/external maintenance workers to negotiate cost effective rates for vehicle maintenance.
    Makes arrangements for hotel accommodation for staff and visitors
    Liaises with Branding and Communications department for the organisation of office events e.g. Annual General Meetings.
    Other administrative jobs as may be assigned

Key Skills:

    Proficient use of Microsoft Office, Outstanding Process and Systems Documentation, Attention to Detail, Highly Organised, Conflict Resolution, Presentation Skills, Excellent Communication skills, Highly Organised, Team Oriented and Leadership, High Tolerance for Stress, Problem Management (analysis and resolution), Customer Service Orientation, Relationship Builder, High level of Integrity, Time and Priority Management Skills, People Management and Negotiation skills. Superior analytical.
    Contract and service level agreement management.
    Good analytic decision making and problem solving.
    Effective communication skills.
    Good knowledge in international affairs and behavioural etiquette.
    Proficiency in the use of MS Office suite. (Word and Excel)
    Interpersonal and people management skills.
    Good time management and organisational skills.
    Excellent record keeping abilities.
    Ability to interact with employees at all levels
    Ability to get a job done under pressure and within tight timelines
    Negotiation skills.
    Excellent customer service skills

Job Requirements and Skills

    Graduate Qualifications: A bachelor’s degree in Social Science or Arts REQUIRED.
    Post Graduate Qualifications: Master’s degree would be of ADVANTAGE.
    Experience: 3-5 years work experience in a relevant administrative role ESSENTIAL.
    Certifications and Training Requirements: Relevant professional qualification e.g. (Certified Protocol Professional) would be of ADVANTAGE.