Puma Energy seeks an Executive Administration Assistant

Executive Administration Assistant

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Executive Administration Assistant

  • Post Date:June 24, 2023
  • Views 927
0 Applications
  • Career Level Assistant
    Qualification Diploma
    Experience 5-10 Years
  • Industry Business
Job Description

Location: Harare, Zimbabwe
Job Type: Full time
Job Requisition ID: R-011545

Main Purpose:

To help and assist puma energy management and staff in organizing trips and meetings in an efficient and reliable manner, keep abreast of activities in the MDs office
Knowledge Skills and Abilities, Key Responsibilities:

ROLES AND RESPONSIBILITIES:

General Manager support

  • Managing the office of the General Manager as a personal assistant by ensuring the organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings for the General Manager and other Management staff as will be directed
  • Ensuring that all expenses generated in the office of General Manager are settled, accounted for and that all planning and logistics for this office are approved and aligned with the General Manager
  • Supervise the Driver and maintaining an up to date errand and travel calendar for the Driver in accordance with the requirements of the General Manager’s office
  • Attend to all visitors.

Calendar Management

  • Dealing with incoming emails and dispatching important documentation to the right persons
  • Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers
  • Support with various administrative works i.e producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents.
  • Interacting with international clients and suppliers
  • Organize events as per requirements, being willing to travel (only if necessary)

Travel Organization

  • Travel and hotel arrangements, dealing with last minute changes in a very fast paced environment i.e. book flights, hotels, taxis, airport pickups…) Being able to liaise with staff members and clients in country and globally
  • Preparation and communication of Itineraries, arranging visas and other travel documents
  • Arranging all local shuttles and transfers

Support with Procurement Processes

  • Support with processing and dispatching LPOs
  • Screening and updating vendors list in Navision
  • Screening invoices from suppliers
  • Procurement of all office stationery

Fleet Management

  • Ensuring the maintenance of up to date motor vehicle asset register
  • Ensuring compliance with regulatory licensing, vehicle insurance and any other gazetted vehicle statutory levies
  • Developing a Vehicle planned maintenance management system at the most sustainable cost for the business
  • Developing and maintain a regular vehicle inspection register with all reports being communicated to management and ensuring that all incidents and accidents are reported and managed in accordance with standard reporting and insurance claim procedures.

General Administration

  • Courier service: parcels/deliveries/distribution
  • Update the internal telephone list and distribute any changes to all staff
  • Keeping abreast of the business organization structure and ensuring that all calls / messages are directed accordingly
  • Managing issuance of security access cards for all staff and visitors
  • Ensuring that all office, premise and structural defects are repaired and restored to the accepted standard
  • Managing the alternative power facilities, including the generator availability, fueling and maintenance
  • Ensuring repairs of all facilities and general office, ablution hygiene is maintained in accordance with the business standards
  • Ensuring that payments for all rentals for office premises, rented accommodation are kept up to date
  • Managing property lease agreements entered into on behalf of the business
  • Management of meeting rooms, canteen, kitchen, ablution facilities, immediate external surroundings at the office premises
  • Maintaining an up to date register of:
    • Motor Vehicles
    • Office furniture
    • Mobile Phones

Communications

  • Managing the communication of all staff notices in accordance with Executive management communication agendas
  • Maintenance and updating of the staff internal mailing groups
  • Receiving and relaying all communications from external parties and relaying to the relevant authorities
  • Managing all communications platforms, setting of virtual meetings and updating any relevant information for purposes of communicating with the available devices and platforms.

SKILLS AND REQUIREMENTS:

Experience:

  • Advanced Diploma / Bachelor’s Degree in Business Administration or secretarial and or any related qualification
  • MSCE Certificate with additional training in Executive Secretarial management.
  • At least 5 years of experience working with business executives/international environment
  • Training in grooming and etiquette skills

Skills:

  • Good written and spoken English
  • Multi-tasking skills, great planning skills
  • Able to work under pressure
  • Ability to prioritise tasks, flexible team worker
  • Reliable, discretion and confident
  • Good interpersonal skills and customer service skills
  • Helpful, service orientated

Competencies:

  • Knowledge of emailing, internet, word/excel proficient
  • Other computer software knowledge a plus
  • Ability to communicate with people at all levels and of all nationalities
  • Professional manners
  • Pleasant personality
  • Friendlily attitude
  • Smart and presentable
  • Agile

Key Relationships and Department Overview:

Internal –

  • Puma Energy Management,
  • Pool Driver,
  • Messenger,
  • Cleaners,
  • Internal Travel Team,
  • Expatriate Employees

External –

  • Travel Agencies,
  • Hotels,
  • Any external visitors