EXECUTIVE ASSISTANT AND PURCHASE SUPPORT

Job Title:                     EXECUTIVE ASSISTANT AND PURCHASE SUPPORT

Job Objectives:

  1. Executive Assistant to Country Manager/Commercial Leader
    1. Provide 100% administrative support (expense, travel, emails and mail management), including managing calendar and deciding who gets time/priority
    2. Organize travel (domestic and international) arrangements, with required visa letters.
    3. Track and monitor travel budget and flagging over/under-spending to the CM’s attention.
    4. Organize full logistics and partnering to develop content of internal team meetings outside office, with or without agency
    5. Own and manage end to end logistics of any company visitors (including hotel, tickets, meals, van, snacks, stationery, booklets / print outs etc)
    6. Partner with external payroll provider to deliver monthly employee pay and benefits. Ensure employee data is maintained up-to-date and required enrolments to social plans are handled on time and with full accuracy.
  2. Office Maintenance and Management
    1. Partner effectively with suppliers to ensure the office is always fully functioning, perfectly set-up for the team and overall a great place to work: Office – oversees vendors providing services such as office space (Landlord), kitchen, cleaning, security; IT – local point of contact to IT vendors (printers, computers, mobile phones etc.)
    2. Be the first point of contact for external contacts – manage the P&G reception area, including managing any courier service required both dispatch and receipt
    3. Partner with HR to manage the new hires integration process and employee transfer as required
    4. Record keeping for office members – organizing/filing for all functions as needed
    5. Tracking and ensuring compliance of any government or statutory requirements
  3. End to end support for all purchases/vendor management process
    1. Own the process PO creation, GR, Invoice submission, and payment process for all the vendors, using P&G payment system
    2. Engage with functional owners to be fully aware of the requirements, and ensuring the same is delivered timely
    3. Robust tracking of all vendors / distributor PO to payment details for all activities
    4. Strict compliance with deployed job-aids and work tools
    5. Escalate any issues proactively and drive for resolution
    6. Continuously build knowledge of regional and local purchases to payment (P2P) policies and guidelines to deliver the expectations satisfactorily.

Qualification and Skills Required:

  1. Candidate must have a minimum of University Degree/HND in relevant discipline. Accounting and information technology discipline would be preferred.
  2. Working knowledge with word processing and spreadsheet applications
  3. Experience with the internet, web browsing, and on-line services
  4. Other must have attributes are: ownership and accountability to the tasks listed above, taking initiative / follows through until closure, transparent and effective communication and very strong learning attitude.

Apply by sending your CV to info@leasafric.com.gh