Office Manager (Bilingual Secretaries) x 22 – G5/G6/G727 Nov, 2019
|JOB TITLE||Office Manager (Bilingual Secretaries) x 22 – G5/G6/G7|
|ANNUAL SALARY||UA25,527.53, USD40,277.34/UA30,178.98, USD47,616.39/UA34,933.43, USD55,117.96|
|DEPARTEMENT||General Administration & Conference|
|LINE SUPERVISOR||Line Director|
|DUTY STATION||ABUJA, NIGERIA|
|Applications should be sent to: firstname.lastname@example.org
Under the supervision of the Director, the Office Manager should play a vital role in the smooth running of the Department. From welcoming visitors, to reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondence and filing documents, his or her duties will be critical to the daily activities of the Department /Directorate. In this regard, he/she should be quite accessible and responsive in the face of competing demands from both internal and external parties.
ROLE AND RESPONSIBILITIES
§ Management of the Supervisor’s schedule: Manage the Supervisor’s diary and schedule, organise and manage appointments; receive and welcome visitors; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond or transfer to the supervisor.
§ Administrative Management: Organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office.
§ Management of mail and documents: Create a recording system of in-coming and out-going mails; ensure e-archiving and e-filing of documents using ECM software for easy retrieval when the need arises; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted for signature or approval.
§ Computer skills: Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese.
§ Perform any other duty assigned by the supervisor
ACADEMIC QUALIFICATIONS AND EXPERIENCE
§ HND or equivalent in secretarial studies or administration or a related field from a recognized higher institution;
§ 6 years’ experience in administrative and secretarial services;
§ Sound judgment and the ability to make reasonable decisions with little supervision;
§ Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.
Be below 50 years old. This provision does not apply to internal candidates.