Adminstrative Assitant – South Oryx Energies Zambia Limited

ORYX Energies S.A “OESA” is one of Africa’s largest and longest established independent providers of oil and gas products and services. In pursuit of its business strategies in Zambia, the company invites applications from suitably qualified individuals for the position mentioned below, to join its team at ORYX Energies Zambia Ltd “OEZL”, based on the Copperbelt and Lusaka.

The successful candidate will be reporting to the Human Resource & Communications Officer.

The Administrative Assistant – South will be based in Lusaka at the Regional Office – Lusaka Depot.

Main Responsibilities:

• Perform various routine clerical duties, utilizing standard office equipment, to include screening incoming calls; taking and transmitting messages; maintaining calendars; scheduling meetings; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing; and word processing.
• Process, receive, sort, and distribute a variety of correspondence, deliveries, and mail.
• Respond to requests for information from the public and or other interested parties; answers routine questions; directs visitors to appropriate locations.
• File documents by the Group prescribed methods.
• Manage the Managing Director`s calendar.
• Prepare and submit monthly fuel uplifts report.
• Coordinate admin / HR projects, interview meetings, take meeting minutes and training seminars – as and when assigned.
• Prepare reports and presentations for internal communications – as and when assigned.
• Enhance organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Ensure that all office equipment is serviced as per maintenance schedule routinely.
• Ensure that the front office is tidy and clean always by implementing the 5S housekeeping principles.
• Organizing and coordinating business travels for staff.
• Preparing venues for management meetings and company workshops/seminars.
• Perform any other duties assigned to you by your supervisor.

Key working relations:

Internal: All departments / colleagues.
External: Customers / suppliers / Other Group Affiliates

Minimum Education /Tertiary Qualification:

• Senior School Leaving Certificate (G12), Diploma in Business Studies or equivalent and one year experience in an office and/or customer service-oriented environment.
• Diploma level is the minimum. Those who possess a Higher National diploma, Secretarial Services qualification or a degree in Business Administration will have an added advantage.

Know how, Experience and Skills Required:

• Time management skills
• Proficient in MS office applications – Excel, Word, Outlook, PowerPoint etc.
• Administrative skills
• Ability to work on initiative
• Attention to detail
• Ability to work under pressure
• Teamwork and problem-solving skills
• Good understanding of business policies and procedures
• The ability to make informed and effective decisions.
• Proficiency in the English language.
• The ability to communicate effectively with all levels of employees and management displaying good interpersonal skills.
• A basic application and an awareness and ability to willingly take the lead when need.
• The ability to work with others to make a real difference.
• Actively promotes a positive team spirit
• Builds networks to enhance effectiveness and share knowledge
• Demonstrates shared commitment to team success