Administrative Assistant

Job Purpose

The   Administrative   Assistant   i s 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  

• Enquir i es from Managers and other employee replied courteously with no delay  
• Enquir i es 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   C ountry/ G roup 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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