JOB OVERVIEW
The Administrative Assistant plays a crucial role in providing administrative support to ensure the smooth and efficient operation of the organization. This role involves handling a variety of tasks to assist in daily operations, managing office procedures, and contributing to the overall effectiveness of the team.
ACCOUNTABILITIES
General Administrative Support
- Manage and organize office files, documents, and records.
- Answer and direct phone calls, emails, and other communications.
- Greet and assist visitors, clients, and employees in a professional manner.
- Schedule appointments, meetings, and travel arrangements.
- Maintain organized filing system for financial and administrative records.
- Maintain and renew company trade licenses, government approvals, pre-qualification certificates.
- Arrange vehicle permits and gate passes.
- Maintain security, telecommunications system, and IT coordination.
- Handle customs portal, chamber of commerce portal, vendor registrations and pre-qualification.
- Gather quotation from logistics provider and coordinate logistics arrangement with selected vendors for the shipment, gather corresponding documentation from all concerned parties and receive shipments as applicable.
Data Entry and Record Keeping
- Input and update data in databases, spreadsheets, ERP, and other systems.
- Maintain documentation and filing in line with ISO Quality Management System
- Perform basic bookkeeping tasks, such as assisting with data entry for the accounts department.
- Maintain accurate and organized records of various office activities.
- Compile and prepare reports as requested by management.
Office Management
- Order and maintain office supplies and equipment.
- Coordinate with vendors and service providers for office needs.
- Ensure the office environment is clean, organized, and conducive to productivity.
Meeting Coordination
- Schedule and coordinate meetings, conferences, and events.
- Prepare meeting agendas, documents, and follow-up on action items.
- Set up and organize meeting rooms, including audio-visual equipment.
Correspondence and Communication
- Draft and proofread correspondence, reports, and other documents.
- Facilitate communication between team members and various departments.
- Manage and distribute incoming and outgoing mail.
Financial and Budget Support
- Assist in preparing and monitoring budgets.
- Assist in preparation of financial statements, reports, and budgets.
- Process invoices, expense reports, reimbursements, and purchase orders.
- Keep track of financial records and ensure accuracy.
Special Projects
- Provide support for special projects and initiatives as assigned.
- Conduct research and gather information as needed.
QUALIFICATIONS (EDUCATION, EXPERIENCE AND SKILLS)
- Education: Diploma or Bachelor’s Degree in Administration, Business, Finance, Accounting or equivalent business experience.
- Experience: Minimum of 1 (one) year or more of proven experience in Admin or Sales Admin or Accounting Admin role.
Experience in the energy sector would be an advantage.
- Knowledge: Knowledge of supply chain in the Energy sector and technical spec understanding.
- Skills:
o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
o Strong organizational skills and administrative abilities are required.
o Strong customer service skills.
o Excellent written, verbal and interpersonal communication skills.
o Self initiative and independent working skills.
o Ability to communicate effectively at all levels of an organization and with individuals and groups from different
disciplines, industries and governmental agencies.
o Strong multitasking skills and deadline orientated.
o Attention to detail and high degree of accuracy.
o Ability to maintain confidentiality and handle sensitive information.