Function:
Responsible to provide improved professional and efficient administrative suport service to Puma customers, visitors
and employees. Provide high level, timely and effective administrative support for an office, business units department,
or other organization group having a good understanding of technical and business vocabulary and a detailed knowledge
of the organization’s operations, procedures, methods, practices and people. May handle department specific clerical
activities.
Key Responsibilities:
1- Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt
with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other
administrative/managerial staff.
2- Perform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own
workload so that these activities are completed accurately and on time. These activities may include preparing
documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone
calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing and
organizing.
3- Accurately transcribe, type, format, and proof read a wide variety of material (for example, correspondence, invoices,
contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and
spreadsheet software. May use desktop publishing software to design more complex documents.
4- Coordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times,
making travel arrangements for attendees, and ensuring that various meeting amenities are available. Provide
support to coordinate Human Resources Activities upon request.
5- Use office equipment such as photocopiers, scanners and printers. Perform basic maintenance to keep equipment
in a good working order (for example, clean, change toner, supply paper). Maintain office supplies. Keep office
inventory and equipment clean and organized. To deal with any ad hoc office issues, repairs, replacements, set ups,
etc.
6- Efficiency:
* Accuracy in the process of purchase orders, blanket requisitions, receiving invoices, receiving credit card
payments
* Emission of reports in relation to processes in charge to ensure the correct execution and to have an
adequate control.
* Accuracy in sending, receiving and distributing correspondence.
7- Communication:
* Attend to all visitors, e-mails and meetings.
* Answer the phone, taking messages when necessary from external or internal sources so that
callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated
enquiries from other administrative/managerial staff. Announce visitors in a professional and friendly way.
* Update the Human Resources reports
* Ensure that meeting rooms, reception, cafeteria and other common areas are always kept tidy.
8- Control and Compliance:
* Looking for savings in budget assigned or administered (metric 10%).
* Ensure the correct application of Procurement guidelines and processes.
* Report of invoices and withholdings entered
* Create purchase orders or blanquet requisitions accordingly
Requirements
Experience:
* High school diploma or equivalent
* 2-3 years administrative / clerical support experience
* Any appropriate combination of education, certifications and/or relevant work experience will be considered.
Skills:
* English B2 or superior required
* Advanced expertise with office systems applications: MS-Word, Excel, PowerPoint, Outlook.
* Proficiency with standard office software and equipment; knowledge using internet and e-mail
* Excellent verbal and written skills in local language
Competencies:
* Ability to communicate with all levels – written and spoken
* Highly organised; analytical skills; service orientation
* Sense of urgency
* Motivated
* Responsible
* Must be able to work without supervision
* Should possess a pleasant phone manner and professional demeanor
* Close attention to detail and ability to handle multiple tasks
* Must follow through on tasks
* Strong interpersonal skills
* Ability to set/prioritize management schedule effectively
*Ability to meet deadlines in a fast-paced environment and to exercise discretion in handling confidential matters.