Job Title: Group Administrative
Assistant
Reference:GAA_2012
Recruiter: Altima Africa Ltd
Recruiter: Altima Africa Ltd
Contract:Permanent
Available: ASAP
Category: Experienced
Offer: Neg.
Profile Introduction
Our Client, a leading Insurance company in the region, seeks to
recruit a Group Administrative Assistant to ensure that the Group Executive
Officer and Group Managers have support on all administrative and clerical
tasks so that the team can focus on business issues.
Additionally, s/he will manage the Group CIO, Group CFO and
Group Co. Secretary diary and agenda, provide support to their direct reports
as required, and anticipate and resolve administrative issues that may hinder
the smooth operations of their office.
The person will be reporting to: Group
Head of Legal / Company Secretary
Dotted reporting to: Group Chief
Information Officer (Group CIO), Group Chief Finance Officer (Group CFO)
Minimum Requirements
- Bachelor’s
Degree in Business or related field
- Higher
Diploma in Business Management
- 3-4
years working experience in customer service or related area
- Some
related experience managing a senior managers office
- Advanced
computer skills-MS Office, Microsoft dynamics -AX, MS Project
Job Specification - Group Administrative Assistant
Communication
- Timely
review of all incoming mail, and responding or re-routing to the correct
respondents.
- Timely
and professional preparation of outgoing mail for the Group Managers
indicated.
- Management
and recording of all incoming and outgoing mail to ensure a database for future
reference is maintained for speedy and accurate future reference.
- Managing
all internal and external queries and requests, responding and
re-directing accordingly.
Calendar and Agenda
- Scheduling
of meetings.
- Managing
requests for meetings by key stakeholders or other outside parties.
Travel arrangements
- Arranging
for all travel, hotel bookings and pick up.
- Ensuring
passport and visas are current and in good order for travel arrangement.
- Prepare
detailed itineraries for use at Group and subsidiary offices where
required
General Administrative Work
- Maintain
internal Group contact details for use by the Group Managers listed.
- Maintain
external contact details for key stake holders.
- Provide
support to the Executive Assistant regarding the executive office admin
activities.
- Set
up a system to ensure follow up and follow through on all project
deadlines and responses.
- Liaise
with facilities as necessary with regards to office requirements.
- Manage
filing and records.
Management of Payments
- Complete
the Group Managers financial transactions using AX e.g. travel expenses,
tickets, travel requests, leave requests, etc
- Monitor
the Group Managers offices budget on their behalf– identify discrepancies
and notify relevant team members as and when necessary
Internal and External Contacts
Interactions:
Within the company
- Group
MD and Deputy Group MD
- Directors
when required
- Group
Managers and other subsidiaries management team
- Executive
Assistants to the CEOs
- Finance
department for payments
- Drivers
Outside the company
- Travel
agencies
- Car
Rentals
- Embassies
- Hotels
- Government
Officials (Ad hoc meetings for various reasons) e.g, regulators, etc
Competencies
Skills:
- General
Office Management
- Methodical
thinking and a high sense of urgency
- Excellent
communication skills
- Ability
to work under pressure with tight deadlines
- Effective
Time Management
Competencies:
- Leveraging
and Respecting Others
- Negotiation
- Confidentiality
- Attention
to detail
- Planning
and organizing
- Writing
effectively
- Acting
with integrity
- Instilling
confidence and trust
- Focusing
on clients
How to apply
If you are qualified and up to the challenge visitwww.altimaafrica.com/careers.php and
apply online by 5pm, 18th October 2012.
Please note that only qualified candidates will be contacted.
