The job holder provides administrative support to employees, receive and direct all calls and visitors to respective staff.

Accountability

Administrative duties

• Receive incoming calls and respond to general queries.
• Create and maintain a database of key contacts both internal and external for effective communication.
• Receive and screen visitors and direct them to the respective staff. Ensure cleanliness and good presentation of the office area, meeting rooms and its environs.
• Receive general incoming mails and dispatch them. In addition, record all incoming and outgoing correspondences and channel them to respective staff.
• In-charge of requisition of stationery items.
• Assist in the preparation of the monthly kitchen budget and shop for kitchen beverages.
• Arranges hotel bookings and transfers for incoming visitors.
• Organize staff travel to ensure all relevant documentations are in place and in line with relevant consular requirements. Secures cost effective and convenient flights for staff.
• Maintain departmental administrative files and correspondences- to ensure information is readily available.
• Ensures that all doors are locked and takes custody of the keys and keeps track of their movement.
• Assist in the day to day running of the kitchen and the laundry operations for Pollen main.
• Prepares visitors’ schedules, communicates and organizes for their meals and other logistics including transport and accommodation.
• Facilitates business meetings within and without the Pollen organization-Regional boardroom and confirming set up with external providers.
• Follow up of telephone faults and repairs with relevant parties.

Secretarial duties

• Provide secretarial and administrative services such as typing reports, printing and photocopying.
• Provide secretarial support to Heads of Department.
• Assist in opening and maintaining of files and records.
• Facilitates business meetings within and without the organization for both Pollen Veg & Main.

Other duties

• Ensure newspapers are delivered on a timely basis and the flowers are watered regularly.
• Liaising with HR/clinic on employees’ sick offs and updating the relevant supervisors accordingly to ensure master roll reflects accurate information.
• Ensuring employees at veg have sort for relevant authorization before leaving the company premises.
• Leave Management: Updates and maintain leave schedule for General workers and Junior Supervisors and ensures implementation accordingly and reporting absenteeism and labor figures on weekly basis to HR.
• Manages and updates the notice boards in the P & S Section
• Takes minutes in various company meetings, disseminates, and makes follow ups on the action.
• Ensure that phyto (GSPP) protocols and HSE rules are observed at all times.

Knowledge Skills & Experience

Qualifications

• Diploma holder in administration/business or Secretarial studies.

Experience

• At least two to three years of relevant working experience in an administrative position.

Additional Skills

• Computer literacy skills.
• Strong organizational skills and ability to work under pressure
• Exceptional commitment to accuracy and attention to detail
• Ability to multi-task and to prioritize work amidst competing demands
• Excellent written and oral communication skills
• Strong interpersonal skills; courtesy, tact, patience and team orientation
• A strong administrative and systems orientation
• Telephone handling skills and general office etiquette.