Qualification required: Capable of working independently with strong prioritizing, daily team management and organizational skills.
Minimum experience: Minimum of 10 years’ experience of relevant administration assistance.
Accountabilities: Contribution to smooth and effective running of the organizational project in all matters highlighted in the service description.
Responsibilities:
General assistance to all organization Project team members in their day-to-day activities.
Management of all GM’s tasks (agenda, time sheets, travel arrangements, expense reports.
Main travel coordinator for all local and expat staff in liaison with the HSE Officer for the Journey Management.
Planning and organizing internal and external meetings, seminars, workshops and social events (dinners, cocktails, exhibitions, etc.).
Take, prepare, distribute & file minutes of meetings as required.
Assist in the preparation of internal and external presentations as well as distributions of reports as required
Proactively anticipate needs for meetings and office requirements (e.g. food and beverages, office supplies, calls for maintenance, updating of various lists, etc.).
Pick-up and distribution of mail.
Setup meetings and appointments with local government entities and representatives as well so other external stakeholders to the project.
Coordinate all issues pertaining to expatriate settlement into the country (visas, permitting, housing arrangements, utilities follow up in the various housings, etc
Set up a filing system for all documents that require formal conservation (invoices, leases, official letters sent & received, etc.).
Coordinate the deployment of IT equipment (PC, screens, printers, phones, SIM cards, etc.) with the IT team.
Coordinate & manage the office carpool and drivers in liaison with Safety and Security Managers as required.
Requirements:
Proactive in anticipating Management needs.
Capable of handling relevant IT tools (MS Office Suite and other specific tools as required).
Good interpersonal skills.
Preferably be of Swahili mother tongue with excellent fluency in English (speaking and writing)