Job summary
The incumbent of this position shall assist in doing tenders, supervision of support staff, managing the directors’ diary, and all secretarial & administrative duties.
Secretary & Tender Assistant Job Duties and Responsibilities
Receiving and directing all calls to the respective officers
Ushering clients and visitors and giving them an outline of the nature of business of the organization
Scheduling of meetings and appointments, by informing the respective members and taking confirmations, preparation of memos and agenda & minutes of the meeting.
Generating and analyzing quotations, doing of tenders in liason with the director and ensuring its delivery on time.
Keeping in touch with clients & key customers, as expected
Maintaining a general filing system and documenting all the correspondence
Providing secretarial & administrative support and responding on a timely basis to public inquiries
Gathering information on the various supplies needed, sorting and categorizing it and delegating the processed information to the appropriate departments in the organization in a timely manner
Managing the directors diary
Managing stock
Ensuring the authenticity of office policies and procedures and supervising support staff
Any other duties as may be prescribed from time to time by your supervisor
Requirements for the Secretary & Tender Assistant Job
Diploma in Secretarial Studies (50wpm)
At least 5 years experience 2 of which are in handling of tenders (a must)
Excellent time management skills and ability to multi-task and prioritise work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Proficiency in MS Office especially word & excel
Good teamwork
Able to handle pressure
