Job Title: Location: Reporting To:
You will have to:
aYo Cameroon
Office Administrator Douala, Cameroon aYo Cameroon CEO
Deliver the administrative and organizational management of the aYo Cameroon Office.<\/p>\n\n\n\n
You will be responsible for:
\u2022 A high level executive, strategic and administrative support by ensuring the effective and efficient management and co-ordination of the workflow within and from the office of the CEO.
\u2022 Co-ordination of various office support services.
Some work you will need to do: Liaison and co-ordination
\u2022 Facilitate the effective liaison between the aYo CEO, the aYo team, as well as the executives of
shareholders of the business.
\u2022 Pro-actively schedule and facilitate all required meetings for the aYo CEO and team
\u2022 Maintain appointment schedules and calendars;
\u2022 Co-ordinate projects and events, set priorities, meet deadlines and follow up on assignments
with minimum direction;
Office administration
\u2022 Attend and minute meetings and accurately assemble and\/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature, transcribe and type minutes;
\u2022 Review, research, and summarise a variety of fiscal, statistical, and administrative information;
\u2022 Review materials for completeness, accuracy, format, and compliance with policies and procedures;
\u2022 Design, establish, organise and maintain various administrative, reference, and follow-up file system(s);
\u2022 Provide secretarial support to the aYo Head Office team;
\u2022 Ensure all information received is forwarded to the aYo CEO timeously;
\u2022 Ensure circulation to the relevant persons and\/or various departments as per aYo CEO\u2019s
requirements
\u2022 Type drafts and a wide variety of finished documents from notes, brief instruction, or printed
materials;
\u2022 Initiate correspondence independently for signature by appropriate executive staff;
\u2022 Independently respond to letters and general correspondence of a routine nature;
\u2022 Provide follow up to assignments given to management staff by the aYo CEO;
\u2022 Provide status reports to the aYo CEO.<\/p>\n\n\n\n
Communication and reporting
\u2022 Ensure that all the communications are documented and updated to reflect current status.
\u2022 Assist with the creation of presentations to various stakeholders.
\u2022 Screen telephone calls; respond to complaints and requests for information on regulations,
procedures, systems, and precedents relating to assigned responsibilities; and provide
assistance by using independent judgment to determine matters requiring priority attention.
\u2022 Communicate effectively with the aYo team, the general public, representatives of public and
private organisations and others sufficient to exchange or convey information.
Invoice and Budget administration
\u2022 Participate and assist in the preparation of the budget and attend budget meetings;
\u2022 Monitor expenditures and recommend budgetary adjustments.
\u2022 Action day to day management of some cost centres.
\u2022 Ensure invoices are signed off and validated against contracts prior to submitting for
payment;<\/p>\n\n\n\n
Compliance
\u2022 Ensure compliance to approved policies and procedures;
\u2022 Monitor and enforce program compliance with laws, rules, and regulations related to
provision of assigned department services.
\u2022 Ensure relevant updated corporate governance information circulated to the Executive
timeously;
\u2022 Ensure appropriate confidentiality of tasks
\u2022 Recommend improvements in work flow, procedures, and use of equipment and forms where
applicable.
You will need:
\u2022 Minimum of 1 year diploma
\u2022 Fluent in English
\u2022 Minimum of 2 years\u2019 experience in an area of specialization; with experience in working with
others
\u2022 Experience working in a corporate organisation
You will need to show that you have:
\u2022 Administrative skills
\u2022 Analytical skills
\u2022 Business Writing Skills
\u2022 Collecting and interpreting data
\u2022 Excellent Communication skills \u2013 verbal and written,
\u2022 Facilitative skills – especially be able to facilitate concurrent interventions
\u2022 Organising skills
2<\/p>\n\n\n\n
\u2022 Problem Solving
\u2022 Planning skills
\u2022 Relationship Management;
\u2022 Strong and effective interpersonal skills (questioning and listening skills, networking,
negotiation)
\u2022 Time management<\/p>\n\n\n\n
In addition, you will need to be able to work in a regularly changing environment, be prepared to take on and let go of tasks and functions to meet changing company requirements.<\/p>\n\n\n\n
This job description represents a summary of the typical functions of this job and not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.
The responsibilities, tasks, and duties of the job incumbent might differ from those outlined in the job description and other duties, as assigned, may become part of the job
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