Administrator at Summit Recruitment and Search

Key Requirements

• Assist in coordinating and maintaining the calendar of the CEO including appointments, meetings and travel.
• Provide executive and administrative support to the CEO.
• Assist in organizing CEOs travel and logistics including flights, visa requirements, hotel accommodation, meeting schedules while travelling and completing expenses.
• Provide secretarial support for meetings as and when required by the CEO.
• Ensure safety, security and confidentiality of the CEO’s office always.
• Ensure in conjunction with the Chief Finance Officer that all major financial (or other) commitments with other parties are covered by a legal written agreement
• Participate in opening of tenders, quotations and evaluation as per the procurement policy.
• Ensure that all staff have valid contracts and job descriptions, staff handbook and that they understand them.
• Review administrative staff training needs and organize them to be met.
• Maintain HR records, muster roll, leave and off registers.
• Ensure compliance and adherence to laid down policies and procedures and ensure the same is communicated to all staff.
• Ensure all purchases are supported by an approved procurement request form and the monthly petty cash budget are reviewed by the Chief Finance Officer.
• Ensure all invoices for payment are forwarded in a timely manner.
• Assist in preparing for the organization’s year end audit as and when it occurs.
• Assist the Director of Research and Tracking Manager with data entry into Earth Ranger.
• Prepare collaring equipment for operations.
• Reception and safety briefing for research camp guests.

Qualifications

• Must have a degree in Business Administration or in a related field.
• Must have at least two years’ proven work experience within an administrative role.
• Basic financial management skills and proficiency in MS Office applications.
• Demonstrated understanding of office procedures.
• Exceptional organisational, time management and problem-solving skills.
• Team working with the ability to work in a multicultural and multi-site environment.
• Discreet individual, able to handle highly confidential and sensitive information.
• Presentable and ability to interact with high-level stakeholders.
• Good emotional intelligence, strong self-starting skills with attention to detail
• Ability to meet strict deadlines and to multitask.
• Good interpersonal, negotiation and communication skills.