JOB SUMMARY

To provide strong, reliable operational support, by overseeing daily office operations, creating internal procedures, managing the administrative functions and ensuring the smooth functioning of the office to contribute to sustainability initiatives, support operational excellence, and drive success within the office environment.

ESSENTIAL DUTIES

• Organizes and facilitates the administrative work of the office, by establishing internal procedures, set-ting up protocols for handling incoming and out-going correspondence, creating a filing system, screening and registering correspondence/documents [inclusive of all relevant background information] to support the overall effectiveness and efficiency of the office ;
• Maintains a follow-up system for keeping track of actions that need to be taken by staff in response to correspondence or documents through the use of calendars to set-up reminders, following up with staff as needed, and monitoring the status of action items, to facilitate effective communication, accountability, and efficiency within the office environment ;
• Prepares and drafts correspondence for General Manager’s signature, proofreading and editing for-mal communications, to ensure the tone, content, and format accurately reflect the intentions of the General Manager (GM);
• Communicates sensitive information to other man-agers, coordinates responses, and prepares briefing material for the GM, by conducting thorough re-search and data analysis, ensuring the information provided is accurate, consistent, and aligns with the organization’s messaging and policies to sup-port and enable the GM’s decision-making process;
• Serves as the point of contact between the subsidiary company and its parent organization, as well as, the government and media agencies, to foster relationships, facilitate communication, and man-age the organization’s interactions with key stake-holders and maintain a positive image;
• Receives, screens and directs callers/visitors using proper office etiquette, promptly attending to inquiries and ensuring proper recording and conveying of messages to support an environment that is customer centric;

• Monitors the budget and financial documents by creating and maintaining detailed spreadsheets for budgets, and contracts, ensuring all accounts are accurately reconciled and collaborating with the parent company’s finance team in the preparation of comprehensive financial reports, to enable effective financial oversight, accountability, informed decision-making, and to ensure compliance with financial regulations and best practices ;
• Maintains a manual or computerized inventory of office supplies, equipment and facilities, by recording and verifying receipt of supplies and conducting regular checks to determine stock levels; pre-paring requisitions for replenishment when necessary to avoid incidents of surpluses or shortages;
• Attends meetings as required, preparing agendas and schedules, taking notes of decisions taken and preparing and circulating approved minutes to ensure the smooth running of proceedings and assist in coordinating follow-up actions;
• Assists in the maintenance of an appropriate system to control and safeguard, confidential documents, files and reports to ensure their security and to facilitate ease of access, as and when required, by authorized users;
• Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments to create a positive work culture, pro-mote compliance and consistency, and support the overall success and sustainability of the organization;
• Researches, prioritizes, and follows-up on incoming issues and concerns addressed to the GM, including those of a sensitive or confidential nature to determine appropriate course of action, referral, or response;
• Provides a bridge for effective communication be-tween the GM’s office and others, on matters related to GM’s programmatic initiatives in a manner which maintains credibility, trust and support with other staff members;
• Assists in onboarding and employee relations by coordinating orientation, facilitating paperwork completion, integrating new employees into the company culture and serving as a communication hub and addressing employee concerns, to enhance productivity, retention, and overall employee satisfaction within the organization ;
• Updates the GM on operational matters by providing briefings and submitting reports, as necessary, to enable timely responses to issues and the implementation of improvement measures and to support the efficient functioning of the Office of the GM;
• Keeps abreast with job-related developments in the renewable energy industry by participating in educational opportunities, reading professional publications and maintaining personal networks, to enable meaningful contribution to the customer relations function;
• Performs any other job-related duties as may be assigned.

QUALIFICATIONS AND EXPERIENCE

• Associate’s Degree in Administrative Professional Services, Secretarial Studies, Business Administration, Management or related field plus five [5] years’ experience in developing internal systems and managing office operations efficiently and effectively; OR
• Bachelor’s Degree in Business Administration, Office Management, Management Studies or related field plus two [2] years’ experience in developing internal systems and managing office operations

KNOWLEDGE, SKILLS AND ABILITIES

• Sound knowledge of administrative procedures, principles and practices ;
• Sound knowledge of and ability to interpret departmental and organizational guidelines and standard operating procedures ;
• Broad job knowledge and/or technical expertise relevant to the job, and quality of advice provided;
• Effective critical thinking, problem-solving, conflict management and decision-making skills, and ability to manage time in a dynamic environment, meet deadlines and remain calm under pressure;
• Effective verbal and written communication listening skills;
• Proficiency in the use of office equipment (scanners, photocopiers, facsimile machines, etc.);
• Sound time and stress management skills;
• Effective interpersonal skills and excellent tele-phone etiquette ;
• Proficiency in taking concise minutes and circulating action points ;
• Excellent time management and organisational skills ;

• Excellent stakeholder management skills [both internal and external]
• Effective team player with a high level of emotional intelligence;
• Excellent oral and written communication skills ;
• Proficient computer literacy skills; ability to manipulate software applications such as word processing, spreadsheets, databases and presentation programmes, as well as, other administrative soft-ware, such as SharePoint; knowledge of integrated management information systems;
• Excellent attention to detail and active listening skills .
• Ability to deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness as necessary;
• Ability to exercise initiative, judgment, tact and diplomacy in the execution of duties;
• Ability to interact with a wide range of customers and maintain a friendly helpful manner that is with tact and diplomacy
• Ability to make judgments about what is important, consult appropriately and to manage the expectation of others;
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Ability to integrate the Company’s core values throughout all business practices;
• Ability to effectively develop and maintain relation-ships with management, staff, partners and stake-holders at all levels.

APPLICATION

If, after reading the above, you believe that you are the ideal candidate, we would like to hear from you. Please submit your application by sending a cover letter and resume addressed to the General Manager at energyzeslu@outlook.com. Only shortlisted candidates will be contacted.

Apply Now!