Available Jobs - Administration / Secretarial(20)

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Responsibilities:
Perform administrative duties effectively.
Assist and support administrative staff.
Assist administrative manager in handling administrative operations.
Greet clients and visitors and resolve their inquiries.
Assist and support sales and marketing teams.
Assist accounts department in accounting functions.
Prepare and verify accounts receivables and accounts payable records.
Handle and organize office filing systems effectively.
Maintain stationery, office equipment and inventories.
Handle office expenditure within the budgetary limits.

General Tasks
Basic bookkeeping
Devise or maintain office systems, including data management and filing (hardcopy and softcopy)
Produce reports, presentations and briefs
Prepare professional business correspondence accurately, timeously, and as specified for review and approval by the MD, when required
Organise corporate events
Act as the point of contact between the MD and internal/external clients
Screen and direct phone calls and distribute correspondence
Take dictation and minutes
Greet and welcome guests when they arrive at the office
Organise and sometimes attend meetings and ensure the MD is well prepared for meetings
Ensure the MD’s office is clean, presentable and hospitable to visitors
Follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature, determine appropriate course of action, referral, or response
Time Management and Planning
Manage and maintain the MD’s schedule with due consideration of the corporate calendar and relevant plans, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations
Manage diaries, schedule meetings and appointments, and coordinate meeting logistics as required
Make travel arrangements: Arrange travel, visas and accommodation for the MD
Consult with relevant stakeholders to ensure optimisation of the MD’s time, availability and contribution
Pro-actively determine and obtain relevant information required to support the MD prior to any meetings
Office Administration
Draft, type and send correspondence as required by the MD
Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and information
Relationship Management
Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas
Act as first point of contact and representative, and respond to basic queries for information
Receive and welcome VIP’s and visitors courteously and professionally
Establish and maintain sound relations with all relevant stakeholders such as other Directors of the Company, Senior Managers and General Staff in assisting with requests
Liaise and interface with relevant internal and external stakeholders such as suppliers, officials, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality
Managing Director’s Personal Matters
Chores and errands on behalf of the MD as and when necessary
Administration of personal household matters e.g. shopping, groceries, and domestic workers; and Personal banking and petty cash floats management

It is vital to monitor beneficiary satisfaction and to understand user behaviour by continuously gathering field-based data.

The position covers the Clients project and report principally to the Country Manager.

The successful candidate will:

• Sensitize beneficiary communities to the project, the benefits and use of the product, via meetings, door-to-door visits and telephone calls (where required)
• Act as a liaison with the beneficiary communities to alert stakeholders of project developments
• Gather monitoring data via clients smartphone data capture system
• Manage database entries and ensure accuracy of records
• Assist with annual carbon compliance monitoring activities, including coordinating product usage surveys, product efficiency testing and performance tests
• Help prepare for any independent project audits
• Support the official stakeholder engagement processes where appropriate

The Monitoring Officer will also manage a continual monitoring programme to increase beneficiary satisfaction and maximise carbon credit yields from products distributed, including:
• Checking samples of beneficiary data to ensure accuracy and traceability in the field
• Conduct user satisfaction surveys to capture:
­ Usage patterns
­ Beneficiary satisfaction feedback
­ Opportunities for improvement in product design
­ General feedback on the project
• Conduct regular surveys/product performance tests to spot check stove performance
• Any other task as decided from time to time to move the project forward

Reporting to senior management and performing secretarial and administrative duties.
Typing, formatting, and editing reports, documents, and presentations.
Entering data, maintaining databases, and keeping records.
Liaising with internal departments, answering calls, and making travel arrangements as well as any other personal errands
Managing internal and external correspondence on behalf of senior management.
Scheduling appointments, maintaining an events calendar, and sending reminders.
Copying, scanning, and faxing documents, as well as taking notes.
Ordering office supplies and replacements, as well as managing mail and courier services.
Observing best business practices and etiquette.

DUTIES AND RESPONSIBILITIES ;
* Update daily machine-hours, production, diesel, cash expenses.
* Expense stock issued daily.
* Hire of Machinery.
* Costs from Head Office.
* Daily Report to Directors.
* Weekly Daily Stats to HO.
* Month End Reports to HO (Stock issues, Daily Stats, plant return, Machine Hours, Diesel summary, Mechanic Timesheets, Petty Cash, cheque, and credit card summaries).
* Wages and Salary staff info to HO.
* Mechanic Timesheets.
* Update service schedule.
* Submit wear check feedback to HO.
* Courier wear check samples.
* Reconcile Petty Cash for the site and other parties.
* Complete Cheque summary.
* Complete Credit Card summary and send monthly.
* Ensure stock received reconciled to shipment.
* Issue and expense stock.
* Reconcile all related stock spreadsheets – plant issue, oil issue, filter issue sheets.
* Update materials received a sheet.
* Send stock sheet and stock issues.
* Place requisitions.
* Follow up on outstanding orders.
* Get quotes from local suppliers.
* Submit delivery notes and invoices.
* Cash Purchases for the site, staff accommodation, and medicals.
* Capture wage timesheets accurately.
* Update employee records and submit them to HO.
* Extend employee contracts.
* Update new employee details.
* Ad hoc requests ie letters to the bank.
* Supply and scan loan and leave forms.
* Capture and report training is done on-site monthly.
* Book and coordinate medicals for staff.
* Book accommodation for visitors.
* Request access for visitors to the site.
* Request entry memo for deliveries and exit memo for items that need to exit the site.
* Ensure all safety requirements and files are up to date.
* Incident/Accident investigation and reporting.

The role will require someone to manage business related work, be highly organised and efficient, who can understand and embrace an excellent delivery of service to both the owner and business.

Duties and Responsibilities;

* All bookkeeping duties for both Groceries and Snacks sites.
* Monthly general ledger reconciliations.
* Cash books for both companies.
* Prepares overseas payments.
* Approves creditors recons, loads payments in the banking system.
* Weekly sales reporting.
* Liaise with both internal and external audit teams.
* Credit control for both sites.
* Update finance lease for both divisions.

Duties to include:
General administration
Assisting the accountant with basic accounts / clerical duties
Data entry
Diary management
Assisting with any marketing events
Personal errands for the Directors

Confirms with the CEO & COO in all administrative matters and may produce business plans for new activities
To manage, train, appraise and support the following departments:
- Reception staff
- Kitchen & coffee shop
- Cleaning department and drivers
To be the hospital lead on the Patient Management System.
Develops a strong working relationship with all Medical Aids/insurers to ensure timeous payments and open communication.
Develops all department policies and procedures including administrative systems, stock safety, and allocation.
Organizes/provides appropriate skill training programs for all staff within the department.
Advise the Senior Management in the business operations of the Centre, including activity reporting, informatics, and outside strategic business ventures.
Assists in developing future strategic business plans and may lead certain aspects of the plans. Developing the department as needs develop.
Works with the CEO to prepare for the institute business review meetings and provides analysis and interpretation with regard to business plans, new staff recruitment, variance analysis and ad hoc requests and may lead certain review meetings.
Recruitment, appraisals, training and disciplinaries
To partake in a senior management on-call rota for the hospital
Other duties as assigned

The purpose is to alleviate pressure from procurement, production, and finance departments. This will free up myself to be more proactive and spend quality time inside the factories with my team. Procurement only has Mearl and needs assistance. Finance is falling behind with their work due to performing operational admin work throughout the day.
? Purchase Orders – daily (no time limit really) – but production need to log orders latest by 12pm for next day deliveries (Produce only) Will have to check on RM/Packaging/Chemical & consumables at a later stage.
? Chep Account (online).
? Recyclable & sustainable project (On going project and very time constrained) Follow ups needed and tracker to be kept up to date.
? Ethical & Environment tracker (SEDEX).
? NPD – New Raw Material & Packaging research.
? Daily intake confirmation – (Follow up with supplier if RM or Packaging did not arrive on required date).
? Download po’s off the WW portal onto Syspro.
? Order sheets to be done by 8am daily.
? GRN’s downloaded and report any RTV’s, rejections or shorts to all.
? Sales report to be given to commercial weekly.
? Make weekly frozen bookings with the DC. Liaise with planner should PO’s be amended.
? Book UPN online should we require transport from time to time.
? Create dispatch notes for all po’s and fill in the RM weights.
? Liaise with WW, all the F-departments should production need to amend orders during promos.
? Manage all supplier invoices.
? Manage Nibbly invoices and dispatch notes and liaise with their accounts department should there be variances.
? Adhoc duties will be add, as necessary.

Responsibilities include but are not limited to:
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 an office filing system

Managing diaries and organizing meetings and appointments, often controlling access to the CEO
Booking and arranging travel, transport and accommodation for both business and personal arrangements.
Organizing events and conferences
Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses, and written replies
Reminding the CEO of important tasks and deadlines
Managing databases and filing systems
Implementing and maintaining procedures/administrative systems
Liaising with EXCO members, suppliers and clients
Collating and filing expenses
Miscellaneous tasks to support CEO, e.g. completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research

On behalf of our Client within the Construction Industry. We are looking for a versatile and highly-organized Personal Assistant to perform personalized administrative duties for senior management. In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of managers. You may also be required to make travel arrangements and assist with other duties when required.
To ensure success as a Personal Assistant, you should exhibit excellent organizational skills and demonstrable experience in a secretarial role. Accomplished Personal Assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

Duties to include but not limited to
Transactions processing with Pastel.
Letter drafting
Dictation
Word processing
Minute taking
Maintenance of correspondence files
Other administrative processes

This position will be varied but will cover -
Purchasing and Ordering
Managing driver and their daily schedule
Filing
Typing
Travel arrangements
Any other administration required by the Director
As and when required assisting other Senior Managers and departments

This role will also have the responsibility of acting as the point of contact between the CEO and internalmor external colleagues by managing mostly business related tasks.
Manage and maintain the CEO’s schedule with due consideration of the corporate calendar and relevant travel plans, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations.
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs are received from all parties involved, and that all relevant documentation is in order.
Advise meeting delegates on the context of the meetings in advance, as well as the input and actions required from them at the meeting.
Pro-actively determine and obtain relevant information required to support the CEO prior to any meetings.
Coordinate meeting logistics as required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Office Administration.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect.
Draft, type and send select managers correspondence as required by the CEO.
Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and information.
Co-ordinate the ordering of Office, kitchen, and stationery supplies.
Perform limited relief duties on switchboard, as required.
Relationship Management.
Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes.
Act as the first point of contact and representative and respond to basic queries for information.
Receive and welcome VIPs and visitors courteously and professionally.
Establish and maintain sound relations with all relevant stakeholders such as other executives from different divisions and general staff in assisting with requests to and from the managers.
Address issues/queries and manage incoming and outgoing instructions and response to and from the managers.
Liaise and interface with relevant internal and external stakeholders such as suppliers, officials, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.
Resolving stakeholder queries and complaints by receiving the query or complaint, evaluating the cause and solution, implementing a solution and resolving the query in a manner that maintains the stakeholder relationships.
Event Management.
Coordinate event logistics including strategy sessions, staff meetings, team buildings etc. (by receiving brief and budget, identifying special needs and requirements, sourcing service providers in line with the procurement policy, conducting venue inspections when required), coordinating to meet brief and budget and facilitating successful events as and when required.
Manage event service providers by clearly defining contractual requirements, managing delivery against defined requirements, and addressing non-delivery as and when required.
Manage that events are successfully attended by drafting invitations and reminders, distributing and managing RSVP within set timelines.
Conduct post function evaluation by identifying lessons learnt, successes experienced and reporting on event including recommendations on future events.
Reconcile event spend post event by collating all expenses and reconciling with allocated event budget, addressing issues.
IT
Provide support and input into both the development/design and prioritising according to ROI of all new software and hardware development by the IT Manager as required for both new and existing products and services/integration.
Monitor, manage and ensure utilisation, care and uptime of all software and hardware within your function of responsibility.
Sales.
Support the growth of existing customer utilisation of both existing and new corridors, products and services by ensuring understanding of performance by product and service by customer, service point, branch, diesel truck park and country.
Finance
Provide support and input into the development/design of the finance, cost savings and budget plan/s by the Finance Manager.
Monitor, manage and ensure delivery, performance and adherence against cost savings and/or budget plans and/or spend plans/policies by all staff and sites.
Support in ensuring business readiness and performance during and for all internal and external audits.
Regulatory,

Responsible for daily office management,
Answering calls and keeping diary of Managing Director
Work closely with Finance Director/Assistant to FD, HR Administrator and other members of management
Process quotations, purchasing office stationary, goods and employee uniforms
Manage stationary, office stocks, uniforms and employee PPE and other consumables
Tracking of monthly bills and ensuring prompt payment – Safeguard, Cimas, Zol, etc
Collection of monthly bills from City of Harare, Zesa, Telone for subsidiary properties
Strong computer proficiency and administration skills to ensure all orders are put through internal systems timeously

Import and export all new lease information into system. ? Enter and manage all lease notes, maintaining critical dates and tickler files (reminder notes through MS Outlook).
Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
Review and prepare for execution and distribution, leases and exhibits to proper parties.
Create and maintain a system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.
Work with property management to ensure certificates of insurance are current, security deposit/LOC and operating expense information is correctly entered in system.
Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items.
Perform property lease file audits.
Process all invoices for payment upon obtaining the approval from Asset Management.
Schedule and oversee all maintenance related queries.
Maintain soft copy files for all floor plans, GLA (Gross letting area) calculations and tenant as-builts as requested.
Participate in the due diligence process as it relates to lease documents both for acquisitions and dispositions.
Assist in preparing and maintaining information for market surveys, occupancy reports/rent rolls, lease expiration reports, rollover reports, space availability reports, and various other reports as requested or necessary for the portfolio.
Distribute rental increases timeously and communicate or send any notices that to tenants.
Coordinate monthly meetings and work with management to ensure rent and other income are collected in a timely manner and proper follow up is taken.
Work with finance to ensure other income (parking, storage, etc.) is collected in a timely manner and review lease for compliance.
Work with management to ensure preparation of delinquency notices and initiation of appropriate action in the event of monetary default.
Review the tenant move-ins and move-out procedures and ensure lease provisions are followed.
Work with Finance and management to audit operating expense billing both estimated prepayments and reconciliation to ensure accuracy.
Maintain hard copy and electronic Master Lease files.
All other duties as assigned and associated with the day-to-day operation of the commercial real estate portfolio.

Duties and Key Areas of Responsibility
This role will also have the responsibility of acting as the point of contact between the CEO and internal or external colleagues by managing mostly business related tasks.
Manage and maintain the CEO’s schedule with due consideration of the corporate calendar and relevant travel plans, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Pro-actively determine and obtain relevant information required to support the CEO prior to anymeetings.
Advise meeting delegates on the context of the meetings in advance, as well as the input and actions required from them at the meeting
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs arereceived from all parties involved, and that all relevant documentation is in order.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes

Duties and Key Areas of Responsibility
This role will also have the responsibility of acting as the point of contact between the CEO and internal or external colleagues by managing mostly business related tasks.
Manage and maintain the CEO’s schedule with due consideration of the corporate calendar and relevant travel plans, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Pro-actively determine and obtain relevant information required to support the CEO prior to anymeetings.
Advise meeting delegates on the context of the meetings in advance, as well as the input and
actions required from them at the meeting
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs arereceived from all parties involved, and that all relevant documentation is in order.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect
Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes