Office Administrator
1 month ago
Job Purpose
- Coordinate office administrative services and gives direction on secretarial and logistics support to ensure the smooth running of all offices activities to achieve the Council’s mandate.
Key Responsibilities/ Duties / Tasks
Managerial / Supervisory Responsibilities
- N/A
Operational Responsibilities / Tasks
- Take oral dictation.
- Use e-office to research and process data.
- Operate office equipment.
- Attend to visitors and clients.
- Handle telephone calls and appointments.
- Ensure security, integrity, and confidentiality of data.
- Maintain office diary and travel itineraries.
- Handle customer inquiries and complaints.
- Schedule meetings and appointments.
- Ensure security of office records, equipment, and documents, including classified materials.
- Monitor procedures for record keeping of correspondence and file movements.
- Maintain an up-to-date filing system in the office.
- Prepare responses to routine correspondence.
- Manage office protocol and etiquette.
Job Dimensions:
Financial Responsibility
- N/A
Responsibility for Physical Assets
- Responsible for physical assets assigned to the CEO’s office; fireproof safe, furniture and office equipment.
Decision Making / Job Influence
- Operational Decisions
Working Conditions
- Performed in an office setting at the Council’s Headquarters with occasional field assignments locally, regionally and internationally.
Job Competencies Knowledge, Experience and Attributes / Skills.
Academic qualifications
- Bachelor’s degree in Secretarial Studies or its equivalent qualification from a recognized institution.
Professional Qualifications / Membership to professional bodies
- N/A
Previous relevant work experience required.
- N/A
Functional Skills, Behavioral Competencies/Attributes:
- Typesetting skills.
- Oral dictation skills.
- Planning skills.
- Data processing skills.
- Communication skills.
- Organization skills.
- Interpersonal skills.
- Knowledge of office protocol.
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