Advert Summary
Personal Assistant
Recruiter : Bank Windhoek
REF: BNKW/BHOF/BCBD/LN/Personal Assistant/Windhoek/130416
Advert Details
Recruiter:
Bank Windhoek
Updated on:
2016-04-24 00:00:00
Start Date:
2016-04-13
End Date:
2016-04-27
Category:
Banking / Finance And Investment
Contract
Permanent
Location:
Windhoek
Available:
01 May 2016
Offer:
To Be Discussed
Introduction...
Responsible for providing a professional, pro-active and efficient secretarial and administrative support function to the Executive Officer and to ensure a smooth running of the Department. Ensure the efficient running of the EMT’s office. Also ensure implementation of all dated activities on set dates
Job Specification...
KEY PERFORMANCE AREAS (KPA's)
1. SECRETARIAL
• Comprehensive diary management, including internal and external meetings, formal and informal engagements and keeping up to date with all new activities
• Communication with clients (internal and external) via telephone, fax, e-mail and at reception.
• Screening telephone calls, enquiries and requests, and handling the same.
• Co-ordination of the distribution of non-departmental related faxes timeously to the relevant branch/division.
• Execution of typing tasks - reports, memo's, department / branch correspondence, client correspondence etc.
• Ensure EMT is prepared for all meetings with all necessary documentation and information
• Preparing meeting requirements, taking minutes and following up on actions
• Efficiently arranging and managing logistics related to EMT's travel and accommodation
• Assist in preparation of various presentations for the EMT
• Booking meetings
• Coordinating with team members and guest reception
• Meeting and greeting visitors at all levels of seniority
2. DEPARTMENTAL ADMINISTRATION
• Devising and maintaining office systems, including data management, filing and archiving of old documents;
• Co-ordinating the stationary needs and placing orders at the Stationary Division.
• Distributing of circulars, reports, internal publications such as the INFO, annual reports (including updating the mailing lists)
• General administration duties i.e. the update of attendance, leave and overtime registers
• Co-ordinating of the internal telephone directory (including compiling, editing and distribution).
• Co-ordinating the travel arrangements of staff for official visits and external courses
• Overseeing organization of departmental functions
• Taking dictation and minutes
• Preparation of Board / EMT / Performance Management reports
• Controlling of telephone recoveries
• Controlling of new circulars and filing
• Log and follow-up of SSP calls.
3. BUDGET ADMINISTRATION
• Receive invoices and submit for processing and payment
• Keep accurate record of submissions and payments
4. GENERAL DUTIES
• Any other reasonable and lawful instruction as given to the incumbent by his/her supervisor on time.
COMPETENCIES REQUIRED
• Working with People
• Adhering to principles and values
• Relating and Networking
• Presenting and Communicating Information
• Planning and Organising
• Delivering results and meeting customer expectations
• Following instructions and procedures
• Achieving personal work goals and objectives
Minimum Requirements...
KNOWLEDGE / EXPERIENCE & SKILLS
• At least 3 years' experience in a similar job
• Ability to manage and prioritize internal / external demands on EMT's time
• Excellent organizational skills with the ability to multi-task and prioritize.
• Outstanding interpersonal skills (face to face and over the telephone).
• Accuracy and attention to detail, particularly in the management of EMT's diary and emails.
• Able to be diplomatic and discrete at all times
• Highly organized with good project management skills
• High proficiency with the commonly used computer software and applications
QUALIFICATIONS
• Grade 12
• Formal secretarial qualification
HOW TO APPLY >>> CLICK HERE
