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Key Responsibilities
• Administrative coordination: Manage correspondence, route inquiries, coordinate appointments, maintain calendars, and arrange meetings, including room bookings, agendas, and minutes.
• Records and reporting: Maintain accurate physical and digital filing systems, update records and databases, compile operational data, and prepare routine reports for management review.
• Office and facility support: Monitor supplies, place orders, track related expenses, coordinate vendors and service providers, and help maintain a safe, organised, compliant, and efficient workplace.
• Finance and payments: Process invoices, reconcile payments, manage petty cash documentation, maintain the Cash Journal, and submit records for regular verification.
• Budget support: Assist with annual operating budget estimates, monitor authorised budget execution, support mid-year budget reviews, and record non-compliant expenditure or procurement and HR exceptions.
• HR administration: Coordinate onboarding, workspace setup, equipment allocation, and HR HUB personnel records, ensuring profiles, leave entitlements, public holidays, recruitments, and departures are accurately updated.
• Payroll and benefits support: Provide accurate and timely data to the Finance Department on agent salaries, social security contributions, medical expenditure, and entitlements in line with applicable regulations.
Procurement and Contract Management
• Manage tender and bid procurement processes from initiation to submission.
• Monitor tender and contract renewal dates, initiating renewal or replacement processes early to avoid service gaps or operational disruption.
• Register and monitor contracts, annual procurement forecasts, and implementation progress throughout the year.
• Upload all relevant supporting documents into company systems promptly and accurately.
• Monitor property contract renewal dates and issue timely reminders to ensure renewals or termination notices are actioned within required timeframes.
• Maintain well-organised, regularly updated physical contract files for all properties, ensuring they are audit ready.
Administrative Support
• Provide comprehensive administrative assistance to the company as directed.
Required Skills
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• High attention to detail and accuracy.
• Ability to work independently and collaboratively within a team.
• Professional customer-service approach.
• Adaptability and sound problem-solving skills.
• Knowledge of ZPPA and EgP bid preparation and submission procedures.
• Competence in tender preparation.
• Willingness to travel on short notice.
• HR qualification or relevant HR experience.
Qualifications and Requirements
• Diploma or higher qualification in Business Administration or a related field.
• Must be female and not older than 35 years.
• Proven experience supported by three professional references.
• Valid driver’s license.
• Valid passport.
• Evidence of no criminal history.
• Experience in the energy, gas, petroleum, or construction industries is strongly preferred.
