Administrative Assistant

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Administrative Assistant

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Job Purpose

The Administrative Assistant is responsible for providing professional, confidential, efficient and effective administrative and facilities support to the PR Angola office. 

Key Duties and Responsibilities

1. Providing administrative support to the Country Manager and other staff members

• Ensuring that filing systems are structured and up to date and as per PR Angola standards
• Collating credit card summaries and facilitating new employees credit card application process.
• Facilitating the distribution of documents and emails to the relevant parties 
• Handle correspondence on functional matters to and from the Country Manager/Managers as delegated 
• Maintaining a calendar of key dates for events taking place and the boardroom calendar 
• Ensuring that routine administrative duties are properly and timeously completed 
• Ensuring the maintenance of all office supplies, equipment and furniture 
• Organizing regular testing of electrical equipment 
• Ensuring the office is clean and tidy at all times 
• Organizing for conferences, meetings, lunch/dinner by booking venue/boardroom/restaurant 
• Ensuring all relevant information (e.g. agendas, presentation, support material) are ready before conference/meeting 
• Organizing all local and international travel and accommodation arrangements for all staff members and external parties visiting Angola
• Create and update contact list for Key contacts (Brand Companies, Banks, Authorities, and Region Directors) 
• Responsible for all PO (Purchase Order) administration for the PR Angola office 

2. Personal Assistant to Country Manager 

• Assisting the Country Manager with report writing, implementing systems and procedures
• Managing the Country Manager’s diary by scheduling meetings and informing him of upcoming meetings
• Taking minutes for the Country Manager’s meetings where relevant
• Preparing presentations on behalf of the Country Manager (where relevant) 
• Ensure that the contact list for the Country Manager is maintained and up to date 
• Ensuring the Country Manager’s home bills and repairs and maintenance are done on time 
• Ensuring that the Country Manager’s expense reports are prepared in a timely manner 

3. Stakeholder Engagement & Compliance - Foster strong relationships with internal and external stakeholders 

• Enquiries from Managers and other employee replied courteously with no delay 
• Enquiries from external person handled professionally and responses (Oral/written) arranged
• Maintain productive relationship with external stakeholders
• Assist the various stakeholders in ensuring all compliance related topics is adhered to accordingly as per Country/Group protocols 

4. Ad hoc Tasks

• Support and implementation of S&R objectives  
• Support and implementation of H&S objectives 
• Assist HR with onboarding of new employees and ensure tools are available before new join starts 
• Assist HR in organising employee engagement sessions/events  

Key Competencies and Experience

• Bachelor’s degree in business administration or related field 
• Three (3) years working experience in a similar role 
• Knowledge and experience in using Microsoft Office (Word, Excel, PowerPoint, Outlook) 
• Planning and organizing skills 
• Time management skills 
• Ability to maintain confidentiality 
• Interpersonal skills 
• Verbal and written communication skills 
• Ability to pay attention to detail 
• Ability to maintain confidentiality 
• Ability to take initiative and be pro-active 
• Ability to be flexible and adaptable 
• Language Proficiency: English and Portugues

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