ADMINISTRATIVE ASSISTANT

Education and work experience:

Higher education (University degree or higher) as per speciality without any work experience requirements or secondary professional education in the relevant speciality and not less than 2 years of work experience as per speciality.

Main functions:

• Carry out operative-organizational support of department management staff.
• Methodical support and control over department clerical works organization, providing reception and informational reference services, control over documents processing, keeping and registration.
• Co-ordinate department office materials and services supply. To carry out organizational technical activities related to office supply, office equipment communication replacement.
• Control over integrity of office inventory, materials values, inventory replenishment and repair.
• Observe business communication ethics and control over adherence to the occupational safety rules and standards, industrial sanitary and hygiene requirements.
• Receive incoming for chief’s review correspondence, distribute correspondence after review and decisions made to appropriate performing authorities for reference preparing reply.
• Control over quality of preparation, composition accuracy, agreement and approval of documents to be signed by management staff, ensure timely documents processing.
• Carry out clerical works, carry out operations using computers designed for information collection, processing and submission.
• Receive documents and personal applications to be signed by the manager.
• Prepare documents and materials required for management staff.
• Control over documents processing and management instructions execution, promoting timely and quality execution of instructions.
• Control timely review and submission of documents by relevant assigned personnel, make sure that the documentation is properly prepared, edit and correct documents if required.
• Draft letters, requests and other documents as well as prepare replies to queries
• Carry out preparation works for meetings and sessions held by the manager (collect required materials, inform participants timely and place of meetings and sessions to be held, prepare and register agendas), write minutes of the meetings and sessions if required.
• Keep records of working time of department personnel if required.

Necessary knowledge and skills:

• Mastery English is an advantage on this role; 
• Legislative and other standard legal acts of RoK, decrees, instructions and order as well as other standard documents related to document control;
• Rules for use of offices;
• Basis of organization of labour;
• Basis of Labour legislation;
• Labour regulations of company;
• Rules and standards of occupational; safety;
• Chart, management staff and company departments;
• Unified system standard of organizational-regulatory documentation;
• Documents and materials processing control;
• Rules of computers use;
• Carry out archiving activities;
• Organize clerical activities;
• Methods of documentation preparation and processing;
• Rules for business letters writing using typical blanks;
• Basis of ethics and aesthetics;
• Rules of business communication;
• Computer literacy skills, strong knowledge, particularly the use of Microsoft software.