Available Jobs - Administration / Secretarial(17)

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Project Work for their Agriculture interests including project research / budgets / administration
Basic Bookkeeping
Act as the point of contact between the manager and internal/external clients
Screen and direct phone calls and distribute correspondence
Handle requests and queries appropriately
Manage diary and schedule meetings and appointments
Make travel arrangements
Take dictation and minutes
Source office supplies
Produce reports, presentations and briefs
Devise and maintain office filing system.

Duties:
The person will be managing an extremely active calendar of appointments, arranging complex and detailed travel plans, itineraries and agendas; compiling documents for travel-related meetings.
Researching, prioritizes and follows up on incoming issues and concerns, including those of a sensitive or confidential nature.
Determines appropriate course of action, referral or response.
Work closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities and following up appropriately.

Safekeeping important records
Adhering to archive policies, procedures and guidelines,
Prepare archive records
Protecting and preserving fragile or breakable documents
Adding new material to file records, and create new records as necessary
Sorting or classifying information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order
Gathering materials to be filed from the administration manager and other departments
Updating Records
Reviewing files periodically to ensure they are complete and correctly classified
Filing material in cabinets and storage boxes
Locating and removing materials from files when requested
Opening new records files
Labelling new records files
Dividing records files
Reconditioning of box files
Destroying material that is no longer mandatory to keep according to company policy
Maintaining and updating the records books
Maintaining the records book
Updating the records book to ensure that it’s up to date
Keeping records of materials filed or removed, using logbooks
Tracking materials removed from files in order to ensure that borrowed files are returned

Duties to Include but not limited to :
Producing documents, briefing papers, reports and presentations
Organizing and attending meetings and ensuring the manager is well prepared for meeting

Duties:
Greet and welcome guests as soon as they arrive at the office.
Direct visitors to the appropriate person and office.
Answer, screen and forward incoming phone calls.

Duties
Payroll
Managing logistics
Maintain and update personnel files
Handle admin tasks, e.g. security liaison , liaising with service providers on building maintenance

The role will report to the Call Centre Supervisor and manage all incoming calls, correctly and politely directing to the right person or handling the response in a professional manner.

This position involves general administrative duties, including booking flights, charter quotes, scheduling aircraft's and pilots’ itineraries.
Successful Candidates are required to be on call 24/7 with one other Lady
Hours of Work - Monday to Friday from 7.30 to 4.30

Duties and Responsibilities include but are not subject to:
Manage and maintain the MD’s diary and email account.
Filter emails, highlight urgent correspondence and print attachments.
Respond to emails as much as possible, dealing with appointments, requiring Bio or photos etc.
Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc.
Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in.
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
Prepare correspondence on behalf of the MD, including the drafting of general replies.
Minute general meetings as required and complete research on behalf of the MD.
Ensure guests meeting with the MD are well taken care of.
Provide a service that is in line with the MD’s work habits and preferences.
Candidate should have ability to communicate effectively both orally and in writing.

Organise and prepare agendas and papers for board meetings, committees and annual general meetings (AGMs). take minutes, draft resolutions, and lodge required forms and annual returns with Companies House.
Follow up on actions from meetings.
Oversee policies, making sure they are kept up to date and referred to the appropriate committee for approval. Maintain statutory books, including registers of members, directors and secretaries.
Deal with correspondence, collate information and write reports, ensuring decisions made are communicated to the relevant company stakeholders.
Monitor changes in relevant legislation and the regulatory environment and take appropriate action.
Liaise with external regulators and advisers, such as lawyers and auditors.

Duties Includes:
Greets customers as a personal host at store entrances in a timely manner
Ensures seamless transitions across service levels based on customer needs
Serves in areas of the store based on business need and required customer assistance
Performs operational tasks as needed to help guide the customer journey
Handles customer transactions graciously and efficiently (sales, returns, exchanges, in-store pick-up, etc.)
Demonstrates timely follow-through on customer requests, questions and needs
Takes cues from customer and delivers the appropriate experience
Expected to meet customer satisfaction goal

To support the work of the CEO
To support the work of the Director of Conservation by keeping track of projects, meetings, research and other commitments, and ensuring that agreed targets and milestones are met.
Managing diaries and organizing meetings and appointments, controlling access to the Principals when necessary
Booking and arranging travel, transport and accommodation for visitors & staff; confirming the Founder’s arrangements
Typing correspondence, compiling and preparing reports, presentations
To coordinate the work of both the CEO and the Director of Conservation, and liaise with the Office Administrator, Legal Assistant and Publicity Manager. This is to ensure that all members of the office team are aware of the parts they play in reaching the organisations objectives and strategy
To maintain contact, as and when requested, with the Harare-based Animal Manager and with the outlying Animal Managers
To organise and take minutes at a weekly team meeting at the office
To follow through all the commitments made at the team meeting to ensure the persons are reminded of important tasks and deadlines
To undertake research, at the direction of the Principals, to prepare grant submissions, annual reports, workshops etc
Maintaining procedures and administrative systems, recommending and implementing new such procedures if necessary
To occasionally organise events, conferences or workshops
To procure and arrange delivery of goods and services as required
To monitor the Organisations' Facebook page and ensure that any required responses are made in an appropriate and timely way

Duties and Responsibilities include but are not subject to:
Liaison and co-ordination
Office administration
Communication and reporting
Invoice and budget administration
Compliance

Management of Directors diary, appointments and communications
Helps Director manage output, workflow and office deadlines
Manages and communicates management weekly main plans and action points
Manages other administrative issues for the business
Prepares and circulates reports from the director
Performs other general administration duties
Any other duties as assigned by immediate superior

Manages the company switchboard
Welcoming and directing visitors
Manages company petty cash and company stationery requirements
Performs other general administration duties
Any other duties as assigned by immediate superior.

Working experience on MS Office packages Outlook PowerPoint Excel Word
Experience with Minute taking at meetings
Arranging functions
Travel and Visa arrangements
Day to Day admin
Experience within FMCG multi-national environment

Proficiency in MS office (Experience email tools, spreadsheets and databases)
Accounting and business administration experience
Time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving
Strong written and verbal communication skills
Strong organizational and planning skills in a fast—paced environment
A creative mind with ability to suggest improvements
Customer service orientated
Organizational skills