Secretary
Swakop Uranium - swakopmund, namibia
5 months ago
MAIN PURPOSE OF THE JOB:
To provide administrative, secretarial and clerical support to Departmental management to ensure effective and efficiency of the department.
Key Performance Areas:
- Receive and screen incoming telephone calls, and depending on the availability of the manager, decide on how communication is to be handled.
- Take and distribute messages for management, whilst screening all messages in terms of urgency.
- Draft / check replies of correspondence for managers signature.
- Update managers diary, schedules meetings and appointments and prepare weekly/monthly programme for approval and dispatch to relevant personnel.
- Arrange meetings, venues and notify relevant personnel.
- Retrieve and / or compile necessary documentation for manager prior to meetings (e.g. minutes, agendas, relevant reports, technical information).
- Assist to plan, prepare and arrange functions when required i.e. draws up guest list and liaises with relevant sections for necessary services.
- Prepare, type correspondence, reports and office documents from rough drafts, notes and instructions.
- Take minutes of various meetings, prepare for approval by the chairperson / manager and distribute copies.
- Make local and international travel and accommodation arrangements and draw up travel itineraries for managers and visitors.
- Maintain PC file backup and referencing systems for secure and efficient location and retrieval of documents on request.
- Develop and maintain departmental and confidential filing systems, file and retrieve documents on requests.
- Keep office time and attendance registers.
- Maintain leave application records and update leave rosters.
- Maintain office stationary and consumable stock levels (e.g. cleaning materials and refreshments) and replenish when necessary.
Requirements and experience:
- Grade 12 or current NSSCO with 20 points over 5 subjects.
- Certificate in Office Administration or Secretarial or relevant field.
- 5 years working experience in office Administration.
- Valid Code B/BE Drivers License.