VACANCY FOR (COMMUNICATIONS & ACCOUNT UNIT) TEAM ASSISTANT (2 positions)
Our client is a manufacturing organization and requires for immediate employment two Team Assistants for the Communications and Account Unit respectively.
Job Location: Ikoyi, Lagos State.
Job Summary:
The Communications & Account Team Assistant provides support to the respective Units by performing a wide variety of responsible, complex, administrative, secretarial, analytical and research duties for the Communications & Account team. He/she will also support the Communications Director by effectively and confidentially managing her schedule. The role holder will work closely with other colleagues from multiple departments/functions to ensure cross-organisational coherence and effectiveness.
This role requires leadership qualities such as accountability, adaptability, flexibility and dependability. Much of the work is support driven, and requires a high sense of urgency, independence, initiative and self-discipline.
Main Activities/ Responsibilities:
Ø Perform daily Media scanning and cutting to prepare an Executive Media Summary for Management (all news mentions of the organization in Nigeria as well as industry news).
Ø Perform daily support to the Account Unit with requisitions from different department for vendor payment etc.
Ø Tracking departmental spend against budget by performing a monthly reconciliation with Finance department.
Ø Liaising with clients, suppliers and vendors on behalf of the Communication Function;
· Ensuring supplier registration documentations and invoices are received timely and efficiently
· Supplied items are correctly received and documented
Ø Ensure a seamless and efficient processing of payments;
· Process all supplier and prompt payments for the department
· Follow- up with purchasing department to ensure the PO process is speedily executed
· Follow-up with Finance department to ensure payments have been made to suppliers
Ø Keep store count of corporate, gift and promotional items and make reports on usage and reorder levels.
Ø Preparation of departmental correspondence documents such as briefing papers, reports and presentations.
Ø Process all incoming and out-going mails, file and retrieve corporate documents and reports as well as handling enquiries and requests as appropriate.
Ø Organising and attending meetings and taking minutes of meetings for circulation.
Ø Ensure department housekeeping and maintenance including ordering stationery and office equipment.
Ø Support event branding and coordination (transport corporate branding materials to event location, set up and dismantle).
Ø Execute administrative duties, service errands and logistic tasks for the department.
Ø Arrange travel, visas and accommodation for the team.
Ø This list of responsibilities is not exhaustive and the job holder may be required to perform duties outside of this as operationally required.
Profile Required:
· Educational Background: Graduate in any discipline. A communications or financial background is also an advantage.
· Specific Work experience: 4 - 5 years’ experience in support capacity in a very busy environment. He/she mush have experience managing senior executives as well as office administration and co-ordination. He/She must demonstrate vendor management experience.
· Communication: Must be able to communicate effectively, both orally and in writing.
· Time Management: Must have the skills to carry out tasks efficiently and effectively by prioritizing tasks.
· Customer Services: Exemplary customer service skills including the ability to identify needs provide prompt response, and exhibit patience, respect and professionalism in all interactions.
· Financial and Analytical skills: Must have the ability to interpret and present data and track departmental spend.
· Project Management: able to organise and plan complex initiatives and strong organizational capability.
· Computer skills: Must be highly proficient computer skills including Word, Excel, PowerPoint and e-mail applications
· Mobility: Must be able to travel to operational site.
Technical / Functional Skills:
· Excellent written and oral communication skills; Excellent organizational skills; Strong computer Skills especially Excel, word, powerpoint and email applications; Experience with vendor management; Ability to prioritize with excellent time management skills; Strong attention to details; Able to manage confidential information.
Leadership and managerial abilities:
· Highly organised and methodical; Meticulous planning and attention to detail; Innovativeness; Results oriented; Pro-active decision making; Experience of tracking budgets; Project Management; Personal and Professional Integrity; Persuasive; Good Negotiation skills
Application:
Qualified applicants with the required experience should forward CVs to ‘[email protected]’ using ‘Account Team Assistant’ (Accounting background) or ‘Communications Team Assistant’ (Communications/Media or other background) as subject of mail before 14th June, 2016. Candidates who meet the qualifications listed above will be contacted for interviews. )
Candidates who do not meet the above criteria need not apply. Only applications with either of the subject positions will be opened. Please be guided.
