Assistant administratif

Responsibilities

The objective of your role is to improve the efficiency of management and administration by providing support to management. You will be responsible for providing administrative and secretarial support to the company’s teams, including all departments. In addition, you will be responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency.

Activities :

• Provide administrative and secretarial support to the Director General and the teams.
• Produce information by transcribing, formatting, typing, editing, retrieving, copying, and transmitting text, data, and graphics; Proofreading and editing of letters and all reports.
• Assist the Directorate with their PowerPoint and Excel presentations or Word documents (i.e. typing, formatting, editing, printing and binding)
• Assist the Executive by forwarding correspondence, drafting letters and documents; collect and analyze information; Launch telecommunications.
• Ensure that incoming/outgoing mail/correspondence is handled in accordance with current policies and delivered daily (e.g., letters, emails, and parcels)
• Implement a document management system for administrative documents.
• Manage the executive’s appointment schedule by scheduling meetings, conferences, or teleconferences.
• Prepare monthly activity review reports by collecting and analyzing information sent by Managers.
• Organize international travel: booking flights, hotels, and managing international visas and transportation.
• Enter expenses using the appropriate system.
• Write minutes of meetings, publish reports and follow up on agreed tasks.
• Ensure that the assets and facilities of the administrative office(s) are in good condition.
• Manage office supply storage and place orders.
• Prepare regular reports on office expenses and budget.
• Maintain and update company database.
• Organize a filing system for important and confidential corporate documents.
• Respond to employee and customer queries.
• Update office policies as needed
• Maintain an up-to-date company calendar and schedule appointments.
• Book and prepare meeting rooms when needed.
• Prepare reports and presentations with statistical data, as assigned.
• Plan internal and external events
• Manage company cars, including fuel cards, toll cards, insurance, accident management.
• Be the interface with office supply suppliers.
• Taking care of invoices related to office supplies.
• Perform all other activities as required by the Directorate.
• Launch consultations with suppliers as well as purchase requests at the request of budget owners.
• Monitor the creation of purchase orders and assist budget owners in the transmission of purchase orders to suppliers.
• Have a regular check-in with the budget owners on the purchase orders and ensure the receipt of the work and payment.
• Management of household products and foodstuffs (water, sugar, coffee, tea, beverages, fruit)
• Be actively involved in the company’s CSR policy.
• Any other task required by management.