Secretary to the GM CSR

Secretary to the GM CSR

Aldelia’s global management strategy delivers specialised services to the Oil & Gas sector from dedicated teams in each key strategic region. From these centres we can support our clients locally by being able to take advantage of the local labour markets whilst also having the ability to resource candidates internationally for technical, engine...

View All Jobs at Aldelia Limited

Secretary to the GM CSR

• Job Type Full Time
• Qualification BA/BSc/HND
• Experience 5 years
• Location Lagos
• Job Field Administration / Facilities

SERVICE DIMENSIONS

• Administrative assistance to the GM and support to the CSR team
• Management of communications and information dissemination as an integral part of the team’s performance such that a constructive and cooperative working relationship is maintained
• Review and periodical update of appropriate schedules to reflect data/input provided by team members
• Position holder also acts as the decentralized buyer.

ACTIVITIES

• Assist with the preparation of corporate letters (proper packaging for dispatch, filing & archiving), memos (DOA etc.), dissemination of information, scheduling of appointments with the GM, liaising with the ED’s secretary for signatures, etc.
• Focal point for requests and incident reports to be made to the facilities management entity of Eko Towers.
• Assign chronological numbers to letters.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Manage travel arrangements for the GM and CSR team members; follow up on full approval of mission orders, transportation, security and accommodation requests.
• Manage requests for reservations of meeting rooms.
• Collation of all administrative enquiries and suggestions for the GM’s consideration for approval and further action.
• Sort for distribution, incoming correspondence, prepare responses to those containing routine inquiries.
• Ensure proper archiving of documents using documentation software for proper document management
• Schedule and organise resources for meetings, workshops etc. when required.
• Manage the weekly divisional meetings and the collation of weekly report towards internal circulation and contribution to the PCS Directorate.
• General management of administrative forms (absence request and weekend duty) and update of applicable schedule.
• Encouraging and building mutual respect and co-operation among team members.
• Assist in organising relevant office events where applicable (lunch, dinners, send-forth, celebration of milestones)
• Processing of expenses incurred during travels and other means.
• Answer phone calls and direct calls to the GM and other appropriate parties and/or take messages with relations to the team.
• Manage requests and keeping inventory of office supplies and consumables.
• Function as the CSR ISTC
• De-centralised buyer for CSR
• Responsible for ensuring prompt and accurately prepared and submitted iComply registration of all CSR initiatives and donations
• General administrative support to the CSR team.
• Other tasks as assigned by the GM.

CONTEXT AND ENVIRONMENT

• Role is performed in a Lagos based office, committing to a robust office administration in the CSR team
• CSR’s activities are outward facing, with contractors as implementers of projects, thus prompt processing of documentation ensures timely payment to the contractors
• Adherance to company’s compliance guidelines

HSE CONTENT

• Familiarize self with TEPNG emergency procedures, carry out assigned responsibilities safely and report any incident, unsafe act or operation.
• Be in constant alignment with H3SE Company rules, procedures, instructions and applicable legislation
• Responsible for the promotion of Company safety, environment and quality policies and programs, and carry out HSE specific duties and responsibilities related to the service.
• Participate actively in H3SE meetings, training sessions and drills and co-operate actively in the execution of H3SE plans

ACCOUNTABILITIES

• Ensure 100% compliance to Company rules
• Ensure appropriate confidentiality and professionalism in all matters and tasks performed.
• Support the team in full administrative capacity to achieve overall team objectives.

QUALIFICATIONS / EXPERIENCE REQUIRED

• HND/bachelor’s degree Secretarial Studies/Administration
• 5 years’ experience in related tasks
• Good computer skills
• Strong organizational skills, excellent spoken and written communications skills and good team spirit
• Working knowledge of SAP

Check how your CV matches this job