Main Purpose:

To help and assist puma energy management and staff in organizing trips and meetings in an efficient and reliable manner, keep abreast of activities in the MDs office

ROLES AND RESPONSIBILITIES:

General Manager support

Managing the office of the General Manager as a personal assistant by ensuring the organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings for the General Manager and other Management staff as will be directed

Ensuring that all expenses generated in the office of General Manager are settled, accounted for and that all planning and logistics for this office are approved and aligned with the General Manager

Supervise the Driver and maintaining an up to date errand and travel calendar for the Driver in accordance with the requirements of the General Manager’s office

Attend to all visitors.

Calendar Management

Dealing with incoming emails and dispatching important documentation to the right persons

Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers

Support with various administrative works i.e producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents.

Interacting with international clients and suppliers

Organize events as per requirements, being willing to travel (only if necessary)

Travel Organization

Travel and hotel arrangements, dealing with last minute changes in a very fast paced environment i.e. book flights, hotels, taxis, airport pickups…) Being able to liaise with staff members and clients in country and globally

Preparation and communication of Itineraries, arranging visas and other travel documents

Arranging all local shuttles and transfers

Support with Procurement Processes

Support with processing and dispatching LPOs

Screening and updating vendors list in Navision

Screening invoices from suppliers

Procurement of all office stationery

Fleet Management

Ensuring the maintenance of up to date motor vehicle asset register

Ensuring compliance with regulatory licensing, vehicle insurance and any other gazetted vehicle statutory levies

Developing a Vehicle planned maintenance management system at the most sustainable cost for the business

Developing and maintain a regular vehicle inspection register with all reports being communicated to management and ensuring that all incidents and accidents are reported and managed in accordance with standard reporting and insurance claim procedures.

General Administration

Courier service: parcels/deliveries/distribution

Update the internal telephone list and distribute any changes to all staff

Keeping abreast of the business organization structure and ensuring that all calls / messages are directed accordingly

Managing issuance of security access cards for all staff and visitors

Ensuring that all office, premise and structural defects are repaired and restored to the accepted standard

Managing the alternative power facilities, including the generator availability, fueling and maintenance

Ensuring repairs of all facilities and general office, ablution hygiene is maintained in accordance with the business standards

Ensuring that payments for all rentals for office premises, rented accommodation are kept up to date

Managing property lease agreements entered into on behalf of the business

Management of meeting rooms, canteen, kitchen, ablution facilities, immediate external surroundings at the office premises

Maintaining an up to date register of:

Motor Vehicles

Office furniture

Mobile Phones

Communications

Managing the communication of all staff notices in accordance with Executive management communication agendas

Maintenance and updating of the staff internal mailing groups

Receiving and relaying all communications from external parties and relaying to the relevant authorities

Managing all communications platforms, setting of virtual meetings and updating any relevant information for purposes of communicating with the available devices and platforms.

SKILLS AND REQUIREMENTS:

Experience:

Advanced Diploma / Bachelor’s Degree in Business Administration or secretarial and or any related qualification

MSCE Certificate with additional training in Executive Secretarial management.

At least 5 years of experience working with business executives/international environment

Training in grooming and etiquette skills

Skills:

Good written and spoken English

Multi-tasking skills, great planning skills

Able to work under pressure

Ability to prioritise tasks, flexible team worker

Reliable, discretion and confident

Good interpersonal skills and customer service skills

Helpful, service orientated

Competencies:

Knowledge of emailing, internet, word/excel proficient

Other computer software knowledge a plus

Ability to communicate with people at all levels and of all nationalities

Professional manners

Pleasant personality

Friendlily attitude

Smart and presentable

Agile

Key Relationships and Department Overview:

Internal – Puma Energy Management, Pool Driver, Messenger, Cleaners, Internal Travel Team, Expatriate Employees

External – Travel Agencies, Hotels, & Any external visitors

Apply Now