Administrative Assistant

Job Purpose

TheAdministrativeAssistantis responsible forprovidingprofessional, confidential,efficientand effectiveadministrative and facilities support to thePRAngolaoffice.

Key Duties and Responsibilities

1. Providing administrative support tothe Country Manager and other staff members

• Ensuring that filing systems are structured and up to date and as per PRAngolastandards
• Collating credit card summaries andfacilitatingnew employees credit card application process.
• Facilitating the distribution of documents and emails to the relevant parties
• Handle correspondence on functional matters to and from theCountry Manager/Managers as delegated
• Maintaining a calendar of key dates for events taking place and the boardroom calendar
• Ensuring that routine administrative duties are properly and timeously completed
• Ensuring the maintenance of all office supplies,equipmentand furniture
• Organizing regular testing of electrical equipment
• Ensuring the officeis clean and tidy at all times
• Organizing for conferences, meetings, lunch/dinner by booking venue/boardroom/restaurant
• Ensuring all relevant information (e.g. agendas, presentation, support material) are ready before conference/meeting
• Organizing all local and international travel and accommodation arrangements for all staff members and external parties visitingAngola
• Create and update contact list for Key contacts (Brand Companies, Banks, Authorities, and Region Directors)
• Responsible for all PO (Purchase Order) administration for the PR Angola office

2. Personal Assistant to Country Manager

• Assistingthe Country Managerwith report writing, implementing systems and procedures
• Managing theCountry Manager’sdiary by scheduling meetings and informing him of upcoming meetings
• Taking minutes for theCountry Manager’smeetings where relevant
• Preparing presentations on behalf of theCountry Manager(where relevant)
• Ensure that the contact list for theCountry Managerismaintainedand up to date
• Ensuring theCountry Manager’shome bills and repairs and maintenance are done on time
• Ensuring that theCountry Manager’sexpense reports are preparedin a timely manner

3. Stakeholder Engagement& Compliance -Foster strong relationships with internal and external stakeholders

• Enquiries from Managers and other employee replied courteously with no delay
• Enquiries from external person handled professionally and responses(Oral/written)arranged
• Maintain productive relationship with external stakeholders
• Assistthe various stakeholders in ensuring all compliancerelated topicsis adheredtoaccordingly as perCountry/Group protocols

4. Adhoc Tasks

• Support and implementation of S&R objectives
• Support and implementation of H&S objectives
• Assist HR with onboarding of new employees andensure toolsare available beforenew join starts
• Assist HR in organising employee engagement sessions/events

Key Competencies and Experience

• Bachelor’s degree in business administration or related field
• Three (3) years working experience in a similar role
• Knowledge and experience in using Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Planning and organizing skills
• Time management skills
• Ability tomaintainconfidentiality
• Interpersonal skills
• Verbal and written communication skills
• Ability to pay attention to detail
• Ability tomaintainconfidentiality
• Ability to take initiative and be pro-active
• Ability to be flexible and adaptable
• Language Proficiency: English and Portugues

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