Manage daily administrative functions of the office to keep the Manager informed and focused on priority issues - this includes managing the timelines for upcoming projects, issues and reports ensuring that the Manager is appraised of upcoming deadlines

Minimize the impact of the Manager's absence by independently responding to requests directly, managing his upcoming schedule and interacting with Heads of Departments as required

Represent the Manager's office with a wide range of external contacts. This involves receiving visitors, answering inquiries, writing reports and responses.

Manage and maintain effective office procedures and efficient work flow

Handle a wide range of confidential information and screen requests for information and being sensitive to whom and in what form information can be released

Prepare a range of management reports and executive correspondence including daily, weekly and monthly reports and standard replies and letters for signature.

Sort, read and annotate incoming mail and documents and determine priorities for action by the Manager or relevant departments and follow through by forwarding and corresponding with departments for their action

Follow up with department managers to ensure agreed activities are completed on time

Coordinate and manage diary, travel, lodging, transport and meeting requests

Devise and maintain office systems to efficiently deal with paper flow.

Schedule the Manager's appointments, maintain his calendar and make alternative arrangements for cancelled or interrupted appointments

Supervise the work of other staff attached to the Manager's office

Carry out any other tasks as delegated by the Manager.

Prepare bank letters - Telex Transfers, Internal Transfers, Cheques and Drafts

Manage daily duties for drivers - banks and cash collection

Manage local hotel reservations - as requested from departments

Prepare Guarantee letters - Issuing/extending/cancelling tenders, performance and advance payment guarantee letters as per approved request from the departments