Team Assistant at Lafarge Cement

Summary

• The Team Assistant provides support to the Head of Department by effectively managing his/her schedule and performing a wide variety of responsible, complex and confidential administrative, secretarial, and analytical and research duties.
• He/she will also support the wider team with administrative activities.

Main Activities and Responsibilities 

• Organise extensive global travel, visas and accommodation, where required may attend meetings to take notes or dictation or to provide general assistance during meetings; 
• Hold as confidential, all aspects of the job designated confidential by the HOD and other Senior Managers.
• Handle mail and correspondence of the office, responding to routine request for information.
• Organise other travel arrangements for the team & regional visitors – transportation (Local).
• Create Purchase Requisitions, follow through on Purchase Orders to payment for the function (P2P)
• Manage expatriates rent renewals & monthly utility bills.
• Attend to visitors and screening of phone calls, enquiries and request in a pleasant and efficient manner.
• Maintain an efficient and well organized electronics and paper data collection and filling systems including confidential files.
• Oversea & ensure compliance of all team members to record keeping.
• Arrange appointments and maintain diaries.
• Schedule & coordinate leadership & town hall meetings of the functions.
• Organizing meetings and ensuring the HODs are well prepared for meetings.
• Order and maintain office supplies and provide for the maintenance and repair of equipment.
• Create and maintain a clean, attractive, orderly, safe and efficient office environment.
• Track all outgoing actions, memos and transfer requests that are either sent out or received.
• Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
• Maintain a safe working condition and operated electronic and other equipment needed to carry out job functions and responsibilities. 
• Preparation of Departmental correspondence documents such as briefing papers, reports and presentations; 
• Support in Internal & external Commercial events and customer engagements.
• File and retrieve corporate documents and reports.

Qualifications, Skills and Experience 

• Preferably Graduate in any discipline
• 3 – 7 years relevant experience
• Communication: Must be able to communicate effectively, both orally and in writing
• Time Management: Must have the skills to carry out tasks efficiently and effectively by prioritizing tasks.
• Customer Services: Exemplary customer service skills including the ability to identify needs provide prompt response, and exhibit patience, respect and professionalism in all interactions.
• Analytical skills: Must have the ability to interprete and present data
• Project Management: able to organise and plan complex initiatives.
• Computer skills: Must be highly proficient computer skills including Word, Excel, PowerPoint and e-mail applications