Office Operations Coordinator

The Office of the Scientific & Chemicals

Limited provides strategic oversight and guidance of all Scientific, Analytical and Chemicals activities organization worldwide.

POSITION PURPOSE:

The Office Operations Coordinator provides a range of administrative support services to the Operation Manager and indirectly to the others staff to promote efficient delivery of services and, where applicable, effective management of the Finance office. She/he maintains high standards of professionalism, efficiency, personal communication, discretion and independent judgment. In working with internal and external contacts, including board members, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures. Reports directly to the Operation Manager.

KEY RESPONSIBILITIES:

• Responsible for scheduling and managing the Operations, Manage calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
• Organizes and coordinates international/domestic travel and related requirements to include: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports.
• Provides support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and local travel.
• Organising petty cash, account receivable and account payable.
• Works closely with the Operation Manager on special projects and Audit and Finance & Investment Committee activities.
• Proofreads, answers, and composes routine correspondence both hand written and electronic, including donor and board communications and other partner related materials; prepares selective summaries and any follow-up actions for the Operation Manage.
• Supports and coordinates Audit and Finance & Investment Committee meeting arrangements including teleconferences and minute taking as required.
• Coordinates, plans, and organizes small-to large-scale meetings.
• Performs general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry. Collects and opens mail addressed to the Finance/Accounting; forwards correspondence to appropriate staff for action.
• Completes various forms, including: purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
• Undertakes special assignments/projects on a wide variety of issues as requested by the Operation Manage and Finance Directors.
• Contributes to the excellent reputation of the Operations, Manage office through professional, friendly and respectful interactions internally and externally.
• Acts as personal assistant as needed. 

REQUIREMENTS:

• Qualification in business management or related field, or training in secretarial skills, customer service, office management and/or administrative studies.
• A minimum of 2 years supporting Director level Executives.
• Strong organizational skills including the ability to manage calendars and effectively maintain records and files.
• Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support.
• Demonstrated ability to achieve high performance goals in a complex and fast-paced environment.
• Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners and donors.
• Highly resourceful team-player with the ability to also be extremely effective independently.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Expert level written and verbal communications.
• Proficiency in grammar, spelling and proofreading.
• Ability to understand and interpret policies and procedures as well as apply them with consistency.
• Working knowledge of telephone systems and standard office equipment such as fax machines and photocopiers.
• Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint and Outlook.
• Experience supporting C-Level Executives highly preferred

How to Apply:
The applications should  be emailed toinfo@scientific-chemicalstz.com 

Deadline is 8th June 2018.