ADMINISTRATIVE ASSISSTANT

Job description

Key Responsibilities

• Administrative coordination: Manage correspondence, route inquiries, coordinate appointments, maintain calendars, and arrange meetings, including room bookings, agendas, and minutes.

• Records and reporting: Maintain accurate physical and digital filing systems, update records and databases, compile operational data, and prepare routine reports for management review.

• Office and facility support: Monitor supplies, place orders, track related expenses, coordinate vendors and service providers, and help maintain a safe, organised, compliant, and efficient workplace.

• Finance and payments: Process invoices, reconcile payments, manage petty cash documentation, maintain the Cash Journal, and submit records for regular verification.

• Budget support: Assist with annual operating budget estimates, monitor authorised budget execution, support mid-year budget reviews, and record non-compliant expenditure or procurement and HR exceptions.

• HR administration: Coordinate onboarding, workspace setup, equipment allocation, and HR HUB personnel records, ensuring profiles, leave entitlements, public holidays, recruitments, and departures are accurately updated.

• Payroll and benefits support: Provide accurate and timely data to the Finance Department on agent salaries, social security contributions, medical expenditure, and entitlements in line with applicable regulations.

Procurement and Contract Management

• Manage tender and bid procurement processes from initiation to submission.

• Monitor tender and contract renewal dates, initiating renewal or replacement processes early to avoid service gaps or operational disruption.

• Register and monitor contracts, annual procurement forecasts, and implementation progress throughout the year.

• Upload all relevant supporting documents into company systems promptly and accurately.

• Monitor property contract renewal dates and issue timely reminders to ensure renewals or termination notices are actioned within required timeframes.

• Maintain well-organised, regularly updated physical contract files for all properties, ensuring they are audit ready.

Administrative Support

• Provide comprehensive administrative assistance to the company as directed.

Required Skills

• Excellent organizational and time-management skills.

• Strong verbal and written communication skills.

• Proficiency in Microsoft Office Suite and other relevant software.

• High attention to detail and accuracy.

• Ability to work independently and collaboratively within a team.

• Professional customer-service approach.

• Adaptability and sound problem-solving skills.

• Knowledge of ZPPA and EgP bid preparation and submission procedures.

• Competence in tender preparation.

• Willingness to travel on short notice.

• HR qualification or relevant HR experience.

Qualifications and Requirements

• Diploma or higher qualification in Business Administration or a related field.

• Must be female and not older than 35 years.

• Proven experience supported by three professional references.

• Valid driver’s license.

• Valid passport.

• Evidence of no criminal history.

• Experience in the energy, gas, petroleum, or construction industries is strongly preferred.