Relief Secretary

SERVICE DIMENSIONS

• Provide secretarial relief service to all entities in Lagos in the absence of incumbent.
• Provide confidential executive support to EGM & above and manage sensitive information, when on assignment.
• Manage calendars and activities, internal and cross functional to the office/department of assignment.
• Promote good internal and external stakeholder relationships between internal departments, management, contractors, and external parties.
• Act as decentralized buyer for the department of cover.

ACTIVITIES

For the office holder or department, depending on position of assignment:

• Coordinate appointments, meetings and the executive calendar.
• Prepare minutes of meetings/reports and ensure distribution to all participants.
• Manage internal and external correspondences (e.g. letters and memos)
• Maintain and update records, databases, filing systems and document control processes.
• Manage visitor management (booking, reception and exit of same).
• Update PFS records for all 3rd party services related to the department
• Prepare mission orders for business travel and follow-up claims for office holder/department.
• Support to follow up on personal and official travel, accommodation arrangements and visa bookings
• Co-ordinate with Company’s logistics team, vehicle and driver organization for business engagements.
• Monitor office supplies and facilitate administrative procurement requirements
• Assist with onboarding activities
• Provide administrative support for special projects, audits, events and operational initiatives
• Provide administrative assistance to the Employee Relations Team when not on relief assignment.

CONTEXT AND ENVIRONMENT

• Role is performed in Lagos office.
• Role is exposed to all Company environment and therefore privileged to departmentally classified information.
• Adherence to company’s compliance guidelines

HSE CONTENT

• Familiarize self with TEPNG emergency procedures, carry out assigned responsibilities safely and report any incident, unsafe act or operation.
• Participate actively in HSSE meetings, training sessions and drills and cooperate actively in the execution of HSSE plans
• Compliance with Company’s mandatory HSE, Ethics & Compliance trainings

ACCOUNTABILITIES

• Ensure 100% compliance with Company rules
• Ensure appropriate confidentiality and professionalism in all matters and tasks performed
• Support the team in full administrative capacity to achieve overall team objectives

QUALIFICATIONS / EXPERIENCE REQUIRED

• HND/bachelor’s degree in Secretarial Studies/Administration/Human Resources
• 5 years’ experience in related tasks
• Good use of Microsoft office suite of applications
•  Strong organizational skills, excellent spoken and written communications skills and good team spirit
• Working knowledge of SAP, use of AI (Co-pilot, Claude, etc.) and content creation skills are an advantage