Job Description

To help and assist puma energy management and staff in organizing trips and meetings in an efficient and reliable manner, keep abreast of activities in the MDs office

Duties and Responsibilities

Key Responsibilities:
General Manager support
Managing the office of the General Manager as a personal assistant by ensuring the organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings for the General Manager and other Management staff as will be directed
Ensuring that all expenses generated in the office of General Manager are settled, accounted for and that all planning and logistics for this office are approved and aligned with the General Manager
Supervise the Driver and maintaining an up to date errand and travel calendar for the Driver in accordance with the requirements of the General Manager’s office
Attend to all visitors
Calendar Management
Dealing with incoming emails and dispatching important documentation to the right persons
Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers
Support with various administrative works i.e producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents.
Interacting with international clients and suppliers
Organize events as per requirements, being willing to travel (only if necessary)
Travel Organization
Travel and hotel arrangements, dealing with last minute changes in a very fast paced environment i.e. book flights, hotels, taxis, airport pickups…) Being able to liaise with staff members and clients in country and globally
Preparation and communication of Itineraries, arranging visas and other travel documents
Arranging all local shuttles and transfers
Petty Cash Management
Maintaining office petty cash
Screening and processing petty cash payments
Processing petty cash reconciliation and replenishment
Support with Procurement Processes
Support with processing and dispatching LPOs
Screening and updating vendors list in Navision
Screening invoices from suppliers
Procurement of all office stationery
Fleet Management
Ensuring the maintenance of up to date motor vehicle asset register
Ensuring compliance with regulatory licensing, vehicle insurance and any other gazetted vehicle statutory levies
Developing a Vehicle planned maintenance management system at the most sustainable cost for the business
Developing and maintain a regular vehicle inspection register with all reports being communicated to management and ensuring that all incidents and accidents are reported and managed in accordance with standard reporting and insurance claim procedures
General Administration
Courier service: parcels/deliveries/distribution
Update the internal telephone list and distribute any changes to all staff
Keeping abreast of the business organization structure and ensuring that all calls / messages are directed accordingly
Managing issuance of security access cards for all staff and visitors
Ensuring that all office, premise and structural defects are repaired and restored to the accepted standard
Managing the alternative power facilities, including the generator availability, fueling and maintenance
Ensuring repairs of all facilities and general office, ablution hygiene is maintained in accordance with the business standards
Ensuring that payments for all rentals for office premises, rented accommodation are kept up to date
Managing property lease agreements entered into on behalf of the business
Management of meeting rooms, canteen, kitchen, ablution facilities, immediate external surroundings at the office premises
Maintaining an up to date register of:
Motor Vehicles
Office furniture
Mobile Phones
Communications
Managing the communication of all staff notices in accordance with Executive management communication agendas
Maintenance and updating of the staff internal mailing groups
Receiving and relaying all communications from external parties and relaying to the relevant authorities
Managing all communications platforms, setting of virtual meetings and updating any relevant information for purposes of communicating with the available devices and platforms.

Qualifications and Experience

Requirements:
Experience:
Advanced Diploma / Bachelor’s Degree in Business Administration or secretarial and or any related qualification
MSCE Certificate with additional training in Executive Secretarial management.
At least 5 years of experience working with business executives/international environment
Training in grooming and etiquette skills
Skills:
Good written and spoken English
Multi-tasking skills, great planning skills
Able to work under pressure
Ability to prioritise tasks, flexible team worker
Reliable, discretion and confident
Good interpersonal skills and customer service skills
Helpful, service orientated
Competencies:
Knowledge of emailing, internet, word/excel proficient
Other computer software knowledge a plus
Ability to communicate with people at all levels and of all nationalities
Professional manners
Pleasant personality
Friendlily attitude
Smart and presentable
Agile