Overall Job Purpose:     

• The job purpose is to provide administrative support for Chief Executive and the Chief Technical Officer. The job holder is required to apply discretion and confidentiality in handing matters pertaining to the senior management. The role requires the job holder to diligently manage the appointments and movements of the senior management; as well as provide administrative support, organize meetings, travel, refreshments and other activities as need by the senior management. To succeed in this role, the job holder must have good planning, communication and inter-personal skills.

Key Responsibilities:

• To manage, coordinate and maintain calendars of CEO/CTO including appointments, meetings and travel.
• To be responsible for organizing of internal and external meetings on behalf of the CEO/CTO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
• To search for tenders in Newspapers and onward presentation to the CEO/CTO for approval and purchase.
• To process the Purchase of Tender Documents with approval from CEO/CTO.
• To prepare Tender Documents and make sure the Tender Documents are submitted and complete with all necessary documentations before deadline.
• To obtain prices from suppliers and prepare quotes in QuoteWerks.
• To receiving Inbound documents/letters/ Parcels on behalf of CEO/CTO.
• Book and ensure outbound documents from CEO/CTO are submitted on time.
• To maintain a filing system and file all important documents.
• To provide secretarial support for meetings as and when required by the CEO/CTO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments.
• To draft and distributing comprehensive minutes and action points to all members post meeting.
• To liaise positively and professionally with colleagues and visitors;
• To be amiable, professional and approachable personality at all times.
• Plus any other duties assigned by CEO/CTO.

Decision Making and Role Complexity:

• The main decisions taken relate to adopting a proactive approach to providing office and administrative support and ensuring the delivery of excellent customer service to clients and other stakeholders.
• Although these decisions are as far as possible based on objective evidence, the decisions themselves require good experience; as well as planning, inter-personal and effective communication skills to achieve the right balance between general office support and administration and the company’s commercial goals.
• A “right first time” approach must be applied to all areas of responsibility. This will require proper planning and effective communication with various personnel in the company and external stakeholders.

Job Dimension:

The Job Holder has:

• Direct Impact on successful day to day office support operations

Job Accountability and Values:

1. Ownership Mentality ‐: Accountability & Responsibility – Holding yourself and others accountable and responsible.
2. Building yourself and your team‐: Continuous learning and coaching for yourself and your Team
3. Bias for Action ‐: Timely completion of projects and activities on time and in Full (OTIF).
4. Growth Mind set‐: Unrelenting focus on supporting the growth of the Business
5. Timely response to staff and management requests, on‐time and in Full (OTIF)
6. Relationship Management: The role involves direct communication with various stakeholders at all levels, and therefore requires exceptional ability to build and manage these relationships and to communicate effectively utilizing all mediums.
7. Company Knowledge: Deep assimilation and understanding of the company‐ Values, Mission and Vision.