OFFICE SECRETARY

Job Summary

The Office Secretary plays a vital role in ensuring the smooth and efficient operation of the office by providing administrative, clerical, and organizational support. The position is responsible for managing office communication, maintaining records, coordinating schedules and meetings, and providing administrative assistance to various departments, including Finance, Procurement, Human Resources, and Marketing.

Duties and Responsibilities

• Perform general secretarial and administrative duties, including drafting letters, emails, reports, and meeting minutes.
• Manage office communications by answering telephone calls, responding to inquiries, and directing messages to the appropriate personnel.
• Organize and maintain accurate physical and electronic filing systems for documents, records, and reports.
• Coordinate schedules, appointments, and meetings for executives and department heads.
• Handle office correspondence, incoming and outgoing mail, and document processing.
• Assist with procurement activities by preparing purchase requests and following up on orders and deliveries.
• Support the Human Resources Department by organizing employee records and assisting with recruitment and other administrative activities.
• Assist in preparing presentations, proposals, reports, and other documents for management.
• Maintain office inventory and monitor office supplies to ensure timely replenishment.
• Ensure the confidentiality and security of sensitive company information and documents.
• Support the planning and coordination of company events, conferences, meetings, and other official activities.
• Provide general administrative support to different departments as required.
• Perform other duties and responsibilities assigned by the immediate supervisor.

Working Conditions

• Full-time position with standard office working hours.
• Occasional overtime may be required during peak business periods or when supporting important company activities.
• Regular interaction with employees, management, multiple departments, external service providers, and other stakeholders.
• The position is primarily office-based and requires effective coordination across different functions of the organization.

Department: Finance and Accounting

Reports To: Chief Financial Officer (CFO) / Finance Director

Location: Head Office

Employment Type: Full-Time