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Roles and responsibilities

In this role, you will play a vital part in ensuring the smooth operation of departmental activities through effective processes documentation and information management. Your primary responsibility will involve meticulously documenting processes according to established procedures, which will support ongoing activities within the department. By maintaining accurate records, you will help enhance organizational efficiency and clarity.

A key aspect of this position is delivering both internal and external correspondence. You will ensure that all staff receive the intended communications in a timely manner, fostering a well-informed workplace environment. This requires keen attention to detail and strong organizational skills, as effective communication is essential for seamless operations.

In addition to correspondence management, you will coordinate travel and accommodation arrangements for team members. This includes producing detailed itineraries to ensure all travel plans are organized and executed flawlessly. Your ability to manage logistics will help facilitate smoother travel experiences for staff and enhance overall productivity.

You will also undertake various administrative tasks, including photocopying, binding, and copy typing as requested. These responsibilities, while seemingly straightforward, are vital for maintaining a professional work environment and supporting the needs of your colleagues.

Monitoring and managing stock levels of office supplies will be another critical duty. By ensuring that supplies meet demand, you will help avoid interruptions in workflow and contribute to a well-functioning office environment. Your proactive approach to inventory management will be invaluable in maintaining operational readiness.

Desired candidate profile

Receiving visitors and callers with cordial hospitality is a fundamental part of your role. Creating a welcoming atmosphere for guests and visitors reflects positively on the department and organization as a whole. Your interpersonal skills will be key in making a good impression and ensuring that every visitor feels valued and respected.

To qualify for this position, you will need a Bachelor’s Degree or a Diploma Degree, along with relevant experience—at least one year for those with a Bachelor’s or three years for those with a Diploma. Strong knowledge and skills in office administration, coordination, and effective communication are essential. Fluency in English, with excellent written and oral communication skills, will enable you to interact effectively with various stakeholders.

Proficiency in MS Office applications, such as Word, Excel, and Outlook, is also required. Your technical skills in these areas will support your administrative responsibilities and enhance your productivity in this dynamic role.