Job Mandate
Responsible for assisting the Head in all administrative matters for his unit/department.
Duties and Responsibilities
1. Schedules and coordinates appointments/meetings
◦ meeting venue and required resources/equipments
◦ refreshments/meals
◦ logistics
2. Handles all incoming and outgoing calls
3. Receives, screens and assists visitors
4. Handles all incoming and outgoing correspondences
◦ prepares draft memos
◦ finalizes copies of memos
◦ receives, sorts and distributes all incoming correspondences
◦ records and releases all outgoing correspondences
5. Handles supplies and company giveaway requisitions
6. Assists in the preparation, distribution of units company related requirements
7. Photocopies/faxes documents as requested
8. Monitors phone expenses
9. Receives notices of absence from department/unit employees
10. Manages files and records
11. Assists in the preparation of documents/presentation materials
12. Trains Office Assistant
13. Schedules leaves, anticipates and endorses duties/responsibilities when on leave
14. Performs other related functions as may be assigned from time to time
