Secretary at MacTay Consulting

Service Dimensions

• The Operations and Support Services and Compliance management of which are located in Lagos / PH, Nigeria
• Administrative assistance to the DGM / EGM and support to a Team of about 100 Persons of diverse nationalities
• Review and periodical update of appropriate schedules to reflect data / input provided by team members
• Management of communications and information dissemination as an integral part of Team’s performance such that a constructive and cooperative working relationship is maintained.

Activities:

• Assist with the preparation of Corporate Letters (Proper packaging for dispatch, Filing & Archiving), Memos (DOA.etc)
• Dissemination of information, Scheduling of appointments with the hierarchy, Liaising with other secretaries for signatures, Company information etc
• Focal point for requests and incident reports to be made to the facilities management entity of Eko Towers
• Assign chronological numbers to letters
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution
• Manage travel arrangements for the hierachy; follow up on full approval of mission orders, transportation and accommodation requests
• Manage requests for reservations of meeting rooms
• Collation of all administrative enquiries and suggestions for the hierarchy’s consideration for approval and further action
• Sort for distribution, incoming correspondence, prepare responses to those containing routine inquiries
• Ensure proper archiving of documents using documentation software for proper document management
• Schedule and organise resources for meetings, workshops etc when required
• General management of administrative forms (absence request and weekend duty) and update of applicable schedule
• Encouraging and building mutual respect and co-operation among team members
• Assist in organising relevant office events where applicable (Lunch, Dinners, Sendforth, Celebration of milestones)
• Processing of expenses incurred during travels and other means
• Answer phone calls and direct calls to the hierarchy and other appropriate parties and/or take messages with relations to the team
• Manage requests and keeping inventory of office supplies and consumables
• General administrative support to the OSS and Compliance teams
• Other tasks as assigned by the hierarchy

Context and Environment:

• Role is performed in a Lagos based office, committing to a robust office administration in the Operations Support
• Services and Compliance teams consisting of staff from diverse nationalities.

HSE Content:
The Job holder adheres to the HSE rules:

• Be in constant alignment with HSE Company rules, Procedures, Instructions and applicable legislation
• Take the necessary measures to avert immediate threat of danger
• Exercising caution as necessary to avoid danger to persons and installations or avoid pollution
• Responsible for the promotion of Company safety, environment and quality policies and programs, and carry out HSE specific duties and responsibilities related to the job
• Report to Management HSE issues faced or observed and propose ways of improvement.

Accountabilities:

• Accountabilities include ensuring appropriate confidentiality and professionalism in all matters and tasks performed
• Support the team in full administrative capacity to achieve overall team objectives

Required Qualifications / Experience

• HND or above in relevant subject
• 5 years experience in related tasks
• Good computer skills
• Strong organizational skills, excellent communication skills and good team spirit
• Working knowledge of SAP would be an advantage.