Management Assistant - Supply Chain

Job Summary

Role holders at this level will provide both administrative and technical support for the line managers for a wide variety of activities. The role demands a degree of initiative in carrying out respective duties. Confidentiality, effective communication, and organizational skills are essential to this level. Role holders may also be demanded to provide support to the line managers in general and coordinate with various stakeholders.

Key Accountabilities

• Responsible for performing basic administrative/ secretarial duties according to the organization’s established system for filing and/or statutory requirements, which includes filing and maintaining official and confidential documents and records (e.g., Enquiries / Tender Documents, Purchase Orders, Contracts, Letters, E-Mails, Invoices, etc.).
• Provide support to the line managers in the preparation of various technical & non-technical documents (e.g., technical reports, recommendations, minutes of meetings, memos, presentation slides, statistics, etc.).
• Coordinate with other members of the group about the preparation of reports, plans and meetings as and when required.
• Co-ordinate the receipt and compilation of information necessary to produce regular activity and progress reports.
• Organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Screen incoming mail and telephone calls, draft responses, redirect correspondence to the appropriate Department / Section, and obtain additional information where necessary.
• Highlight desired actions to the group to ensure that they are in possession of sufficient background information needed.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role.
• Assist line managers and other staff in routine and official matters as and when required.

Desired Candidate Profile

• High National Diploma/ Diploma 3 years in Business Adminstration, Finance, Commernce, or relevant discipline.
• A minimum of 5 years of experience in a similar role.
• Confidentiality, excellent communication, and organizational skills are essential.
• Excellent computer application skills.
• Having good exposure in Supply Chain & Contracts operations.
• Good knowledge on AP / ARIBA.
• Good skills in cross divisional coordination