Responsibilities

• Office Co-ordination
• Overall office co-ordination of the PFNL office in a professional manner that reflects the core values of the Company, and supports the strategic responsibilities and objectives of the BU/MU.
• Maintenance and upkeep of the office equipment and meeting rooms
• Coordinate guest visits including visit program, accommodation, transport and meetings.
• Management Support
• Provide pro-active support to Country GM by efficiently managing their office and attending to day to day business matters
• Provide professional and effective secretarial and administrative support to the Country GM and their functional team as required.
• Manage and co-ordinate all travel arrangements for Country GM
• Manage contacts to ensure up-to-date database entries and track key relations.
• Diary support and co-ordination in consultation with the Country GM
• Attend to e-mails, including prioritisation thereof and handling within area of accountability in the most efficient way
• Manage travel, accommodation and entertainment arrangements for both local and international company visitors and for Country GMincluding application of visas/travel itineraries.
• Administer Application of all Visas& work Permits for all Expats in the organisation, working with PWC and in accordance with rules and regulations of the laws.
• Draft when required, communication for the internal employees for the Country GM
• Support in the completion of T&E’s accurately and timeously.
• General Admin
• Provide general and diverse administrative support to the Nigerian Leadership Team Manage and coordinate conferences, meetings, team building and workshops
• Minute taking of meetings
• Draft and communicate memo’s, minutes and relevant business communication
• Compile documents, reports and presentations for various meetings as and when required
• Maintain an efficient filing system
• Create Purchase Requisitions (PR’s) as per operational and policy requirements in SAP
• Complete Goods Receipts (GR’s) as per operational and policy requirements in SAP
• Monitor and manage open workflows in SAP.
• Engage with suppliers where relevant and ensure timeous payment .
• Finance Support
• Monitor and manage relevant budgets and cost centres in SAP
• Monitor General and Administration Expenses (G&A) i.e. office, travel and meeting expenses on a monthly basis.
• Monthly reconciliation of the G&A budget vs. AOP & forecast
• Monthly meetings to raise over and under spends and reasons thereof.
• Ensure sign-off of the G&A budget with Finance for Flash preparation.
• Governance
• Responsible to ensure that all Company assets are adequately safeguarded by way of complete and up to date insurance policies
• Support in the effective deployment of Global Control Standards (GCS) requirements relating to the PFNL office
• Ensure compliance to Global Control Standards (GCS)
• Manage office and work independently in absence of Country GM
• All decisions taken within job parameters and approval of manager
• Prioritising work as per deadlines.
• Executing required tasks independently and proactively