Administrative Assistant

Job Purpose: This position shall provide direct administrative services to ensure organize and efficient day to day operations for the Office of the Managing Director (MD).
1. Manages inflow and outflow of documents and raises potential priority items to the MD.
2. Secures and monitors regular reports to the MD, such as but not limited to Production Reports, Financial Statements, Budget Reports, Headcount and HR Reports, etc.
3. Creates and maintains appropriate filing and record management system for the office of the MD, handles requests for information/data as approved by the MD, and safekeeps all confidential and pertinent records/documents intended only for the Office of the MD.
4. Organizes and schedules appointments of the Managing Director and ensures appropriate venue and travel preparations as necessary, including regular reimbursements, liquidations and other related transactions of the MD.
5. Coordinates meetings and provides the MD with relevant meeting documentation/information that may require his attention; and prepares presentation materials for the MD as necessary.
6. Provides support and assistance to ManaCom in implementing ManaCom related meetings, programs and other activities.
7. Creates, transcribes, and publishes Minutes of the Meeting presided by the MD, and coordinates with the Executive Team on the closure of action items identified during the meeting.
8. Administers, monitors and updates projects under office the MD:
a. Tracks and updates Progress of Projects;
b. Reviews Bill of Materials (BOM), and Timings of Requisitions;
c. Processes Requisitions for Approval;
d. Canvas for items to be purchased and tabulates the same, and makes recommendation to MD for approval;
e. Processes/approves purchases, issues purchase order (PO), process payments and monitor delay;
f. Generates report for Spend Summary and submit the same to MD when required.
9. Creates communication on behalf of the MD and ens,./.ures proper routing of coverage of communication.
10. Ensures clarity of messages in screening incoming calls for the MD, and sending of outgoing messages from the MD.
11. Ensures organized and efficient office workplace including office upkeep and maintenance of equipment in the office of the MD.
12. Supports cost savings in office supplies such as:
a. Using of recyled items for internal use (used paper, folder, etc.);
b. Depleting of remaining supplies from the previous year;
c. Support Enercon initiatives.
13. Performs other tasks that may be assigned from time to time.
REPORTS TO: The Office of the Managing Director
REQUIRED EXPERIENCE (Minimum):
Education/Certification A graduate of Bachelor of Science in Business Administration, Bachelor of Science in Office Administration or any four (4) year degree course
Professional Experience Minimum of 3 years work experience in related field.