Administrative assistant

Contexte et mission :

The job profile provides information to be used in a wide range of Human Resource decisions such as job evaluation, recruitment and selection, performance management, succession management and training and development.

Performance Criteria

Main Purpose

To provide an administration function on procurement of office supplies, Coordinating functions, accommodation, travel bookings and subscriptions
Process premises rental payments, security services payments and courier services payments
Supervise cleaning team ensuring offices are kept clean all the time.
To handle mails in and out

ADMINISTRATION TASKS: 20%

Key Performance INDICATORS

1.1

Make sure the office does not miss any supplies like Tea, coffee, milk, sugar, water, any other utilities.

1.2

Prepare all couriers concerning business trip and travel booking, etc.

1.3

Prepare all logistics regarding trainings in house or outside

1.4

Manage inventory of office supplies and maintain adequate stock levels

1.5

Process payments of annual newspaper subscriptions

1.6

Assist in carrying out stock take for office supplies

1.7

Managing drivers plans and work hours 

1.8

Assist in fleet management processing fuel consumption reports, repairs costs and vehicle usage reports

 ASSET MANAGEMENT: Weight: 20 %

Key Performance INDICATORS

2.1

Assist in Periodic Inspection of Office Premises and assets and request for repairs where necessary

2.2

Maintain all office equipment and furniture to ensure operational efficiency

2.3

Assist by being a link for the medical partner in region

2.4

Assist in managing the asset register and disposal of absolute equipment

2.5

Give support same support to the 10th floor

2.6

Coordinate with the Procurement and follow-up any need form the HR Deprt

 ADMINISTARTIVE RISK AND COMPLIANCE MANAGEMENT:30%

Key Performance INDICATORS

3.1

Prepare fuel usage reports for the whole fleet and investigate variances

3.2

Assist in reviewing vehicle usage to ensure there is no abuse

3.3

Assist in ensuring that all facilities are secure and monitor performance of outsourced security service providers

3.4

Assist in ensuring that procedures for Safety and Health are adhered to

3.5

Checks that doors and access points to the floor are secure to minimise losses to the company and private property

COORDINATING ACCOMMODATION AND FUNCTIONS: Weight: 10 %

Key Performance INDICATORS

4.1

Assist in negotiating for cheaper rates with service providers

4.2

Coordinates organisation function bookings

4.3

Ensure good working relationship with service providers

4.4

Process staff travel bookings for LT DRC / ADN and Group staff members travelling to DRC.

Key Decisions:

Decides when to re-stock fuel and office supplies

Decides on Office repairs to be carried out.

Accountable for:

Fuel management for LT DRC Fleet

Process daily fuel requisitions and Monthly reconciliations

Supervising of Cleaning Staff

Maintenance and repairs of office equipment and premises

Fleet Management

Ensure Drivers have valid driving licence and do periodic medical check, including eyes check

Reception, visitors,

Job Requirements

1.1Qualifications

Formal Qualifications Required

Essential / Desirable

Licence in Secretary Administration / Economics / logistics / Social science

Essential

Degree of similar academic qualification

Desirable

Profil recherché :

Experience

 

Job Related Experience Required

Time Span

Essential / Desirable

Administrative and Secretarial Experience in a similar level of job

3 years

Essential

Basic accounting experience

Essential

Communication / Marketing

Desirable

1.3Knowledge Areas

Job Related Knowledge Required

Essential / Desirable

Computer skills

Essential

Basic Finance and Administration (Secretary) knowledge

Essential

1.4Skills

Job Related Skills Required

Essential / Desirable

Excellent written and verbal communication skills

Essential

Ability to work independently and on own initiative

Essential

Ability to keep information confidential

Essential

Ability to work under pressure and meet deadlines

Essential

Ability to speak both language French and English

Desirable

N.B :  - Les candidatures féminines sont vivement encouragées.                                                    

- Seuls les candidats retenus pour la prochaine étape seront contactés.

Postulez en envoyant le CV en anglais à l’adresse :  [email protected] . Veuillez noter qu’il est obligatoire d’indiquer l’intitulé du poste dans l’objet du message.

Commercial Lieu Kinshasa Description Le poste PROSPERITY INVESTMENT CORPORATION S.A.   Site Internet : https://www.prospinvestment.com Secteur d´activité : Finance Offres d´emploi :   Description de l'entreprise : Acteur majeur sur le…
C A D I C E C Uniapac-Congo                                Secrétariat Général                                                                                                           B.P. 3417 – 32B,  Av. Tabu Ley        Kinshasa – Gombe (R.D.C.) CADICEC : Un Comptable pour l’Université Loyola du Congo…