Administrator
ALEC
Total years of experience :20 years, 8 Months
Duties & Responsibilities:
• To follow up on payments, reconcile delivery notes with purchase orders and reconcile invoices with delivery notes
• To send correct data and substantive documents to Accounts and Finance
• To manage the petty cash and expenses for the site.
• To complete HR administration duties - time-sheets, leave forms, advanced payment forms etc
• To complete transfer forms for staff and labour as they move from site to site
• To coordinate with the camps team to ensure transferred staff are accommodated and transported to their new sites
• To order materials through the procurement department ensuring the correct requirements are notes, technical issues are clarified and discrepancies notes.
• Assist with various Site Administrators, Clerks, Foremen, Supervisors and Contract Managers to ensure a high quality service is provided to clients.
• Serves as administrative support to the Information Services Department by performing responsible paraprofessional level administrative and technical duties.
• Utilizes project management methodology to provide administrative support and coordination for the Project Management Office.
Administer the Human Resources and Recruitment Administration Function effectively with regard to costs, communication and feedback, timeous processing, proactive problem solving and improvements, on behalf of the Company. This will include initiating the following, as well as following up and communication with employees.
Administer the Human Resources and Recruitment Administration Function effectively with regard to costs, communication and feedback, timeous processing, proactive problem solving and improvements, on behalf of the Company. This will include initiating the following, as well as following up and communication with employees regarding:
• Record keeping - all relevant site based HR and administrative records such as leave, timesheets, documentation, queries, including maintaining confidentiality, etc.
• Reports - weekly, monthly and as requested by colleagues.
• Preparation of relevant documentation for processing and approval relating to any aspect of employee well-being and administration, including but not limited to matters relating to Purchase requisitions, certificates, benefits, leave, etc. and distribution of incoming documentation to addressees.
• Leave - facilitating approvals, keeping records of approved leave, reconciling to timesheets, queries etc.
• Timesheets - monitoring and keeping daily time sheets, submitting approved and accurate time sheets to Payroll monthly; access control.
• Travel - all vehicles, parking, access registration, petrol cards, site vehicles etc. for site employees; liaison with HR to secure and ensure employee travel benefits.
• Medical insurance matters - queries, claims, advice, and liaison with insurer where necessary, etc.
Facilitate coverage of medical and group life insurance for new employees and records safekeeping.
• Accommodation matters - knowledge of availability and costs in area of site, queries, and assistance with sourcing, expiry and renewal, assistance with registration, payment and termination of utilities accounts etc.
• Benefits - queries, forward and document requests for adjustments, advise line management regarding policy, feedback to employee.
• Facilitate coverage of medical and group life insurance for new employees and records safekeeping.
• Documentation and updates of employee records /201 file.
• Proper control and supply of employee numbers.
• Prepares Salary Certificates / Salary Transfer Certificates for NOC for working; working certificates; Travel; Making time sheets, advance leave payment letters, etc.
• Conducts employee recruitment and training such as; screen CV’s of potential candidates in and out of the country before endorsement to requesting party for final comments; arrange and schedule interviews and testing of selected applicants; improves CV’s in ALEC format; prepares offer of employments; scanned signed offer to be sent to applicants; and updates HR system.
• Arrangement and processing of the following for newly hired, old employees and consultants - visit and working visas; vacation and sick leaves; certificates and bank investigation; flights and hotel booking for the employees on: annual leave; business trip; employment visa; candidates for interview and consultants.
• Serves as the Administrator by purchasing/monitoring office supplies; courier transmissions; distribution of mails and filing documents for the company.
• Making business correspondence by email and by mail.
• Makes quotations, sales invoices, proforma invoices and Packing List.
• Follow-up shipments; 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.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for executives.
• Executive Assistant of the Vice President for seven (7) years.
• Read and analyze incoming memos, submissions and reports in order to determine their significance and plan their distribution.
• Open, sort and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records and reports.
• Prepare agendas and make arrangements for Committee, board and other meetings.
• Make travel arrangements for executives.
• Takes down dictation and transcribes minutes of meetings.
• Coordinate and prepare the summary briefs & reports for the executives.
• Responsible for the requisition of office supplies.
• Making plan proposal and group proposal.
• Making/Encoding various form of correspondence.
• Holds PABX/Screens/answers telephone calls and entertains queries of clients.
• Filing business records, reports and other important documents.
• Serves as the IT Personnel in the Sales Dept. by updating the inquiry system and troubleshooting PC’s.
• Underwrite Insurance policies & encoding it/Log and Simulate transactions through the use of System, Application & Procedures (SAP).
• Serves as the Overall Program Coordinator during special occasions.
• Serves as the secretary of 30 Engineers, which includes expatriates.
• Takes down dictation and transcribes minutes of meetings.
• Holds business and travel arrangements for the expatriates.
• Answer / incoming telephone calls.
• Encode faxes, memos and other important documents.
• Sort / File various department documents.
• Records incoming and outgoing important documents.
• Underwrite / Issuance of policies, specifically the motorcar policies.
• Rating of vehicles, categorizing each from LTO, Private Car and Commercial Vehicle.
• Logging of policies; computation of the said policies & releasing of policies.
Board Passer in Teaching