Job Objective(s)

• To ensure smooth running of the front office

Reporting Relationships
Reports To:
• Human Resources Manager Supervises:
NIL

Responsibilities
• Responsibility 1: Manage M-P Group’s reception
- Receive, direct and relay telephone messages and fax messages
- Coordinate transfer of incoming and outgoing courier and faxes.
- Maintain the general filing system and file all correspondence
- Assist in the planning and preparation of meetings, conferences and conference telephone calls.
• Responsibility 2: Perform clerical duties in order to maintain M-P Group administration
- Draft administrative letters and correspondences, maintain a databases of customer
- Provide support for travel and hotel bookings and coordinate accommodation arrangements for visiting staff and take all the necessary steps to facilitate their stay;
- Ensure adequate maintenance and security of the office premises and equipments
- Organize transport related arrangements
- Manage office supplies and produce a report on its use on a monthly basis
- Provide logistical support to organize internal meetings and workshops.
- Despatches mails
- Organizes and stores paperwork, documents and computer-based information.
• Responsibility 3: Provide support to secretariat staff in translating internal documents: English to French and vice- versa.
Key Performance Indicators Competencies Required
Financials
• % Cost of secretarial materials
Customers
• Satisfaction of customers
Processes/Operation
• Pro-activeness and efficient Handling of activities in the office
• office administration
Growth and Learning

• Current and up to date knowledge

Personal Attributes
The incumbent must demonstrate the following personal attributes:
• be honest and trustworthy
• be respectful
• possess cultural awareness and sensitivity
• be flexible
•  demonstrate sound work ethics Functional Competencies
• Communication skills
• Computer skills including the ability to spreadsheet at a highly proficient level.
• With good decision making capability.
• stress management skills
• time management skills
Tools
• Computer
• Intercomm

Qualification & Experience
• Minimum of an OND certificate in secretarial studies and an excellent working record
• Minimum of 3 years post qualification experience
• Ability to speak and write French compulsory


Qualified and Interested candidates should send their cvs to recruitment@brentconsulting.com