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Secretary

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Date Posted : 26/01/2016 Date Posted To : 11/02/2016
Job Code : S-15-011

Job Purpose

Perform secretarial services for senior staff, and administrative duties for Department, in a confidential and effective manner, as well as control appointment and meetings of Manager to assist him in carrying out his commitment in an organised manner.

Job Description

- Establishes and maintains a systematic & easily retrievable filing system for Manager, to enable access to required information or reference material expeditiously, as when required.

- Handles typing such a preparation of minutes, various types of reports, letters, memorandum, manuals etc. to enable timely approval of Manager.

- Handles the receipt, segregation and distribution of incoming /outgoing mail without delay to facilitate timely communication & follow up.

- Maintains meeting schedule of Manager, work related appointment and other commitment in orderly manner to effective time management for the Manager.

- Attends & responds to telephone calls and disseminates information to concerned personnel on timely to ensure effective communication.

- Ensures availability of stationary & consumables required for the department to assist departmental staff for carrying on their work in timely manner.

- Handles processing of TAA (Time And Attendance), attendance anomalies, overtime, vacation etc. to ensure that HRMS (Oracle) system is updated before the payroll closing date.

- Handles the communication with internal / external personnel and organisation relating to official events such as presentations, training programme, EHS event, Services awards, farewell, company's events etc. to assist successful arrangements of the events.

Job Requirement

- Diploma in Office Management or Secretarial studies from recognized institution.

- Keyboard Typing speed 40 words per minute and preferably shorthand ability 50 to 80 words per minute.

- Minimum Three (3) years post qualification experience performing secretarial and clerical duties. 

- Proficiency in use of Microsoft office application such as Words, Excel and Power Point.

- English language skill equivalent to Bapco Band level 3.3.

- Knowledge of administrative and company’s policies, procedures and systems.

- Managing files and records, designing forms, and other office procedures and terminology.

- Be of pleasant disposition and have a flexible personality and be able to work under pressure and to adhere to strict time deadlines.

Date Posted : 26/01/2016 Date Posted To : 11/02/2016
Job Code : S-15-011