Administration Assistant

BYF

Development company

Full time
Greater Accra Region
Posted 5 years ago

 

Key Performance Areas

Overall Purpose of the Job:

(State briefly why the job exists)

Group Engineering (GE) is a central business group responsible for Engineering design activities, Engineering Standards, execution of product development activities and specialist support to the Company’s three Operating Regions and special business units.

As Administrationl Assistant, within GE you will be responsible for providing administrative support to the Mechanical Engineering, Electrical/Electronic/Software and the Technical Teams, which support all Expro product lines (excluding Tronic). 

General administration duties in support of the Group Engineering Department. 

 

Principal Accountabilities:

(Describe the important end results of the job, i.e., what has to be achieved and why. Start with the most important and number each one separately))

1.     

Administrative support to all members of department in Group Engineering as required.

2.     

General photocopying, filing and archiving in accordance with established systems.

3.     

Logging work coming into the department, maintenance of records and assistance with management reports.

4.     

Answering telephones, taking messages and relaying the information to the appropriate person.

5.     

Collection and distribution of mail, faxes etc.

6.

Shredding of confidential material.

7.

Assist with the control and distribution of stationary.

8.

Assist in setting up meeting rooms, booking and ensuring materials in place.

Dimensions:

(Record any significant quantities on which job has some effect, e.g. budget or turnover, records processed, employees supervised. Where appropriate, express annual figures and indicate the year to which they relate.

The Engineering Function’s contribution to the Expro Group’s expected turnover of over £200M for 2004-05, will be primarily through:

Safety of equipment.

Quality & performance of equipment.

The Administration Assistant will add value to the Engineering Function by:

Ensuring that the ERF system is up to date, labour allocations are recovered through the proper channels, and reports are generated in a timely manner.

Controlling the ordering of stationary and ancillary items.

Assist in the creation and maintenance of a resource plan to maximise resource utilisation.

Assist in the identification and implementation of streamlined office processes.

Ensuring that various databases such as competence progress and holiday planner are accurate and up to date.

Job Context and Main Activities:

(Outline the context in which the job operates and record the types of activity involved in achieving principal accountabilities:

The Group Engineering Department provides a central service in monitoring/drafting/negotiating all engineering and agreements and managing the liabilities insurance programme for the whole Expro Group worldwide.

 

The principal accountabilities of the job are achieved through day-to-day support of engineering professionals in their provision of advice and management of risks on behalf of the corporation.

 

 

Decision making Authority/Level of Supervision Required:

There is limited decision-making involved in the job.  Most tasks will be carried out unsupervised, although performance will be continually observed since the tasks are in support of any or all other members of the department.

 

Relationships:

(Who are the job holder’s most important contacts and for what purpose? Consider both external and internal contacts, excluding immediate supervisor and subordinates, but including personnel at other locations , if appropriate)

A good working relationship with every other team member is important in this central role, but contact with other departments, senior management, customers and other external parties is also frequent.

 

Job Challenges:

(Identify the most complex or demanding aspects of the job)

Prioritising workload to meet office demands.

Integrate and become a valuable member of the team.

Job Knowledge and Experience:

(Indicate only the essential background qualifications, education, skills and aptitudes, specialist training and experience necessary to perform the job competently)

General school education including English and Maths.

Experience with MS Office applications and good keyboard skills.

Ability to work in a team environment and communicate with people at all levels.

Self motivated and keen to learn.

Motivation, accuracy, discretion and helpfulness are critical to this position.

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Job Features

Job CategoryBusiness
Job CategoryFeature description
Job TypeFeature description
Working Experience2 years’ experience
Educational LevelDegree/HND i
Salary RangeNegotiable
QualificationMembership of a Professional body will be an advantage

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