Administrative Secretary

Responsibilities: • Answer phone calls and direct calls to appropriate parties or take messages; • Attend meetings to record minutes • File and retrieve corporate documents, records, and reports • Greet visitors and determine whether they should be given access to access to specific individuals • Make travel arrangements for executives • Open, sort, and distribute incoming correspondence, including faxes and emails • Perform general office duties, such as ordering supplies, maintain records management, database systems, and performing basic book keeping work • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution • Schedules appointments, maintains calendar, allocates supervisor’s time • Maintains attendance reports, leave records, trip records and logs • Assists with the preparation, calculation, and execution of the budget Qualifications and Requirements: • High school graduate or equivalent and have administration /secretarial experience • University graduate on the field of marketing, administration • Ability to give full attention to what other people are saying and actively look for ways to help people • Ability to adjust actions in relation to others’ action, and to manage one’s own time and the time of others • Maintain a high level of confidentiality • Communicate clearly and concisely in both written and oral form ?( English language and Swahili • Work independently and organize complex clerical tasks • Ability to be flexible and adaptable in a variety of situations • Excellent copy editing and proofreading skills • Remain calm under trying circumstances and work with frequent interruptions • Maintain efficient office procedures and a system for keeping track of requested actions and reports • Type from rough draft and keyboard at an efficient rate of speed • Meet strict timelines and perform multiple tasks • Work harmoniously with individuals and groups of employees • Knowledge and proficiency in the use of technology (i.e. computers, word processing, database ?spreadsheet programs and power point) Skills • Interpersonal skills • Teamworking skills • Organizational skills • Negotiation skills • Assertiveness • Time management • Decision making and problem solving skills • Communication skills Contact Details asaliyabibi@gmail.com

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