Description
JOB PURPOSE•To provide a high level administrative support service to the Lagos office.•To undertake specific projects and activities as requested by the country Manager and office team. PRINCIPAL ACCOUNTABILITIES Administration•Ensure a good flow of communication and excellent secretarial support is provided for the Country Manager•Organise and coordinate meetings•Organise agendas, briefing papers and any preparatory paper work•Handle expense claims•Forward planning of itineraries and travel schedules to make certain timings and trips are feasible•Ensure all administrative tasks meet all compliance standards.•Organisation of the daily schedules to ensure the most effective use of time. Ensure all internal and external meeting requirements are met.•Provide documents and files for meetings.•Support with general administration, distributing mail and setting up PO’s•Compile pre-meeting briefing notes•Compile monthly business reports (sales and revenue)•Take and share meeting minutes/actions•Compile WA contribution to company monthly newsletter for Visa SSA. Office Management•Ensure that all office events are fully supported from an administrative and liaison perspective, including Regional Meetings, Management Meetings, Road shows, Advisors Meetings, Member events etc.•Primary responsibility for the maintenance of all office facilities. To ensure that the most efficient use of departmental budgets. Responsibility for procurement, maintenance and replacement for the office equipment and supplies.•Ensure that the Lagos Office Operating, Business Conduct, Quality, Health & Safety and Business Resumption Procedures and Policies are adhered to and reviewed in accordance with Visa policy.•To provide necessary financial, HR and administration reporting for Visa CEMEA.•To undertake responsibility for ensuring facilities and associated infrastructure including all office equipment, stationery and computer services (including day-to-day budgetary accountability).•To be responsible for a range of accounting tasks for the Lagos office ensuring compliance with local legislation, authorities and regulators and providing appropriate reports.•Liaise with Avis and G4S to ensure transfers with appropriate security support are in place•May support, as required by Country manager, on any Business development activities•To ensure the integrity of Member records or other records kept by the Lagos Regional office. To become skilled in using the CRM Tool, Pivotal and support the Relationship Management staff in reports, queries and updates.•Manage daily tasks such as maintaining and updating members contact lists, mailing out relevant information to members and organization of Market visits agenda/meetings/appointments•Provide periodical reports( Weekly/Monthly or quarterly ) as agreed with ManagementTravel & Immigration•Book and co-ordinate travel arrangements within tight deadlines•Compile itineraries and liaise with regional offices to ensure business trips run smoothly.•Reserving flights and hotels all per Visa T&E policy and other compliance policies•Organising entry visas for travel and immigration Teamwork•Actively contribute to the effectiveness of the team by supporting and co-operating with colleagues and providing cover during period of absence.•The flexibility to liaise with various functions both within Visa and externally to deliver ad hoc projectQualifications Professional•Demonstrated experience in a similar role•Strong administration and analytical skills•Experience working in a multinational organisation.•Self-motivated and able to use own initiative•Can-do attitude•Creative problem solver•Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy•Ability to recognize potential issues as they arise and escalate appropriately•Excellent organisation skills, time management•Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders•Multicultural sensitivity and excellent interpersonal skills are essential including the ability to work effectively as part of a team•Great team player, collaborator•Exceptional communication skills in person, over email, telephone etc.•Must be proactive and solution oriented, looking for ways to add value and assist the team•Demonstrated ability to multi-task and prioritize work with a strong attention to detail•Ability to multi-task and able to work with minimal supervision•Intuitive and not afraid to challenge Technical•System savvy: Oracle, etc•Superb diary management•Good knowledge of Visa systems and products•Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, , Outlook, Word, and PowerPoint)
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