Not specified
Location: Victoria Island, Lagos Reports To: Managing Partner Department: Support Services Type of Employment: Permanent Grade: Officer Start Date: Immediate Candidate Profile
Confident, flexible, highly organised, enthusiastic and well-presented professional with the ability to multitask, work under pressure and use initiative to make informed and appropriate decisions when needed.
The successful candidate will be offered the opportunity, as part of successful career progression, promotion into the role of Office Manager
Main Responsibilities Executive Assistant:
Actively supporting Partner-level client service and Project delivery
Handling correspondence on behalf of Managing Partner
Organising travel and accommodation arrangements
Scheduling internal and external appointments as requested
Front Office Receptionist:
Serves as “the face and voice of Vesta Healthcare”
Meet and Greet Visitors
Answer and Direct Incoming Calls
Place Outbound Calls for Staff
Distribute Incoming Mail
Despatch Outgoing Mail
Handle all Deliveries:
Office Administration
Manage administrative issues relating to clients, project teams and suppliers
Maintain and update company website and databases
Maintain filing and retrieval system for company documents
Answer queries by employees and clients
Review and update office policies on a regular basis
Maintain company calendar with a schedule of key appointments
Book meeting rooms and maintain stock of meeting materials
Handle confidential information with discretion
Schedule and arrange in-house and external events
Oversee recruitment, evaluation, promotion and retention of support staff
Organise Project Team business travel including visas and accommodation
Process claims for travel expenses incurred by the Project Team
Maintain and monitor financial records relating to travel expenditure
Arrange and supervise provision of refreshments for guests
Manage and monitor stock of office supplies to arrange replacement orders
Bind documents and presentations
Make photocopies
Send and receive faxes
Line Management of Support Staff (Cleaner, Drivers, Security)
Office Accounts and Book Keeping:
Prepare, submit and manage monthly Office Budget
Retire, submit and file monthly Office Budget accounts
Liaise with and submit Monthly accounts to Lagos Accountant
Prepare and issue Invoices for Project Fees
Prepare and issue Payment Vouchers for payments
Issue Receipts on behalf of Vesta on invoice payment
Management of the central register for Debtors and Creditors
Facility Management:
Ensure smooth running and impeccable appearance of Vesta office
Responsible for continual functioning of business and IT systems
Maintain office filing and storage systems
Guarantee environmental, health and safety standards
Ensure uninterrupted utilities function (Water, Electricity, Internet, Telecoms, etc)
Manage smooth running of Generators, Inverter, Borehole, etc
Manage small company car fleet
Project Administration & Support:
Prepare Project Reports and Presentations using Word, PowerPoint and Excel
Assist Project Associates, Analysts and Managers in project work
Undertake project work administrative tasks
Plan and organise project functions including booking venues, equipment, etc
Organise meetings and teleconferences for Project Team
Knowledge/Experience Essential:
Good (Second Class Upper Division) First Degree
Strong organisational skills
Minimum 2 years’ Office Administration experience with an international organisation
Outstanding written and verbal communication skills
Excellent computer skills in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Confident and assertive individual willing to work independently
Fully flexible with ability to work additional hours as required to complete a task
Desirable:
Master’s Degree or equivalent
Previous relevant multinational experience in healthcare or life sciences sector
Essential Behaviour /Skill Requirements:
Professional presence and appearance
Excellent interpersonal skills
Excellent planning and organisational skills
Ability to multi-task and work under pressure
Excellent attention to detail
Ability to use initiative and work alone
Commitment and flexibility to get a job done
Motivated and Driven
Takes ownership of personal development
Basic Terms and Conditions of Employment Hours of Duty:
Normal hours of work are between 08.30am to 5.30pm Mondays to Fridays. However, the Office Administrator is required to work outside these normal hours, or additional hours, as may be necessary for the proper performance of his/her duties without extra remuneration.
Compensation A compensation package has been established to attract the best talent for this position including a competitive Salary and an Annual Performance Bonus.
Apply via :
Applicants should send a copy of current CV and a Covering Letter to: london.office@vesta-hcp.com , clearly stating the role you are applying for in the Subject Line
https://www.myjobmag.com/job/108584/office-administrator-vesta-healthcare-partners