Assistant Administrative secretary at Tavevo Water and Sewerage Company Limited

Ref: TVO/06/2023/009

DUTIES AND RESPONSIBILITIES

• Making, answering, routing phone calls to the correct person, taking and delivering messages.
• Receiving, resolving, escalating inquires and giving feedback.
• Write, receive, reply, sort and distribute routine correspondences
• Taking oral dictation; word and data processing from manuscripts.
• Handling both incoming and outgoing correspondence memos, letters and forms.
• Assist in preparation of regularly scheduled reports including processing, typing and formatting reports.
• Develop, undertake, maintain up to date manual and computer filing system, document copying, scanning, filling and retrieval including of confidential material, corporate records, documents and reports.
• Ensuring security of office equipment, documents and records.
• Helping in preparing and scheduling meetings and appointments including preparing meeting/events facilities, refreshments and meals.
• Take accurate minutes of meetings.
• Handle sensitive information in confidential manner.
• Book and organize travel arrangements for the Board of Directors, Managing Director and head of departments.
• Book conference calls, rooms, taxis, hotels for the Managing Director and Senior managers.
• Help in managing the board of Directors calendar of events and meetings, diary of scheduled events and meetings for the Managing Directors office.
• Welcome and provide general support to visitors, staff, clients, service providers and other stake holders and provide information by diligently answering questions and requests and or directing them accordingly.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs, maintaining equipment inventories systems to make them more efficient.
• Develop, coordinate office procedures and update administrative
• Any other duties as may be assigned by your supervisor from time to time

Personal Specifications
For appointment to this grade, an officer must have: -

• A Diploma in Secretarial Studies/Diploma in Business Management/Diploma in Business Administration or its equivalent from a recognized institution
• Have relevant work experience of not less than three (3) years in a reputable organization
• Proficiency in computer skills
• Good communication, interpersonal and time management skills