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Job Ref.:

Job Title: Administrative Assistant - Debe

Sector: CUSTOMER SERVICE,ADMINISTRATIVE,BUSINESS-ADMIN,CLERICAL

Location: SOUTH -SAN FERNANDO,POINTE A PIERRE

Town / City: Debe

Job Type: Permanent full-time

Job description:

Job Title:

Administrative Assistant - Debe

Reporting Relationship:

Manager, Debe

Job Summary

The incumbent is required to coordinate office activities, providing a wide range of routine and complex administrative support for program areas and support functions, applying an understanding of protocol, discretion, professionalism, and ability to interpret and make decisions in accordance with prescribed procedures and practices.

Essential Duties and Responsibilities:

1.     Manage information to support department operations and meet organization requirements

2.     Prepare a wide variety of reports and written materials to document activities and/or convey information

3.     Develop and maintain confidential or complex files

4.     Compile documentation and perform related production services

5.     Prepare and coordinate mail, facsimile and express packages

6.     Facilitate and participate in meetings, workshops and seminars as assigned

7.     Maintain action items and follow-up on timelines and deliverables

8.     Order equipment, supplies and materials

9.     Manage calendars, prioritizing appointments and issuing reminders as required

10.  Screen visitors and callers, providing directions and advice as required

11.  Relay data and/or information in a timely manner so as to facilitate further processing activities

12.  Provide support to relieve supervisor of minor/routine duties

13.  Perform all duties in compliance with HSSE & ISO standards as specified by the HSSE & ISO departments.

14.  Perform related tasks as required

Qualification and Experience:

Diploma: Administrative Professional Secretary (APS) / Certified Professional Secretary (CPS) / Institute of Administrative Management (IAM) / Associate of Business Executive (ABE) or equivalent

Experience required: 2 years

Attributes

·       Knowledge of spelling, punctuation, business English and business mathematics

·       Knowledge of modern office methods and procedures

·       Accuracy, judgment, a high degree of initiative, discretion and diplomacy

·       Ability to maintain complex records

·       Sound knowledge of research and data collation techniques

·       Knowledge of major policies and procedures governing assigned programs

·       Ability to develop and maintain effective working relationships

·       Ability to follow oral and written instructions

·       Knowledge of customer satisfaction principles

Job Requirements

·       Awareness of the NESC’s business/environment

·       Strong knowledge about the NESC and programmes offered

·       Courteous, with pleasant disposition and effective interpersonal, team and communication skills

·       Operating knowledge of and experience with personal computers and peripherals, and ability to use office software applications (Microsoft Suite)

·       Operating knowledge of standard office equipment

·       Effective time management skills, strong multi-tasking ability and ability to be flexible and adapt to changing priorities

Work Environment:

·       Office Building, Workshops

Physical Demands

·       Ability to sit for prolonged periods; work with constant interruptions

·       Minimal physically challenging activities

·       Moderate use of arms for typing and other office functions while seated

·       Required to occasionally stand, walk and reach/handle with hands and arms

·       May regularly be required to lift items around 25 pounds

·       Moderate use of voice to facilitate communication

·       Ability to see details at a close range

Equipment and Protective Gear

·       Standard office equipment (Photocopiers, Binding machines, Facsimile machines, Computers, Printers, Scanners)

·       Telephones and Voice mail systems

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