Job Description

Job Purpose
Perform various administrative, secretarial and general clerical duties related to the division include managing the mails, preparing reports, handling telephone calls, maintaining files records, arranging meetings and directing the divisional visitors and other miscellaneous office tasks such as faxing, emailing, preparing the department format and etc.
Ensure the overflow works is managed with special focus on sensitive and confidential works as per the established procedures.
Job Specific Accountabilities (Part 1)

• Type, proofread and distribute a variety of material such as letters, reports and tabulations. Includes entering, amending and retrieving information, and performing security copying and archiving of documents.

• Complete and process standard forms, and prepare routine letters and reports from brief notes or verbal instructions.

• Establish and maintain a filing system. Requisitions, maintains and distribute office stationery and supplies.

• Receive telephone call at the office of assigned supervisor, answer queries and schedule appointments. prepare a list of telephone contacts and position for communication, invitation and letter address.

• Answer and make telephone calls. Take down and pass messages as directed.

• Receive, sort and distribute all incoming mail. Make copies as needed and presents to supervisor. Prepare outgoing mail for dispatch. Maintain a proper register and tracking for incoming / outgoing mail.

• Arrange for meetings as instructed that includes arranging conference rooms, visual aids and refreshments, attending meetings to take minutes and scheduling the meeting appointment with the participants.

• Perform other similar or related duties as assigned, such as compiling and circulating data, etc.

Skills Required