Office Administrator at Vesta Healthcare Partners

Location: Victoria Island, Lagos

Main Responsibilities
Front Office Receptionist:

• Meet and Greet Visitors
• Answer and Direct Incoming Calls
• Place Outbound Calls for Staff
• Distribute Incoming Mail
• Despatch Outgoing Mail
• Handle all Deliveries

Office Administration:

• Organise Project Team business travel including documentation, visas, accommodation and appointments
• Process claims for travel expenses incurred by the Project Team
• Maintain and monitor financial records relating to travel expenditure
• Arrange and supervise provision of refreshments for guests
• Manage, monitor and order inventory and office supplies
• File and retrieve documents
• Bind documents and presentations
• Make photocopies
• Send and receive faxes
• Line Management of Support Staff (Cleaner, Drivers, Security)
• Manage calendars of senior team members
• Update company website

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
• Issue Receipts on behalf of Vesta on invoice payment
• Management of the central register for Debtors and Creditors

Facility Management:

• Ensure smooth running and impeccable appearance of Vesta office
• Responsible for continual functioning of business and IT systems
• Maintain office filing and storage systems
• Guarantee environmental, health and safety standards
• Ascertain uninterrupted functioning of office utilities (Water, Electricity, Internet, Telecoms, etc)
• Manage smooth running of Generators, Inverter, Borehole, etc
• Manage small company car fleet

Project Administration & Support:

• Assist Project Associates, Analysts and Managers in project work
• Undertake project work administrative tasks
• Plan and organise project functions including booking venues, equipment, etc
• Organise meetings and teleconferences for Project Team
• Prepare presentations for Project Team using Word, PowerPoint and Excel
• Essential Behaviour / Skill Requirements:
• Professional presence and appearance
• Excellent interpersonal skills
• Excellent planning and organisational skills
• Ability to multi-task and work under pressure
• Excellent attention to detail
• Ability to use initiative and work alone
• Commitment and flexibility to get a job done
• Motivated and Driven
• Takes ownership of personal development

Knowledge/Experience
Essential:

• Good (Second Class Upper Division) First Degree
• Strong organisational skills
• Minimum of 2 years experience with an international organisation
• Outstanding written and verbal communication skills
• Excellent computer skills with proficiency 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
• Fluency in one European or other Language
• Previous relevant multinational experience in healthcare or life sciences sector
• Basic Terms and Conditions of Employment:

Hours of Duty

• Normal hours of work are between 08.30am to 5.30pm Mondays to Fridays
• However, the Office Assistant/Receptionist may be 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.