Personal Assistant to CEO and Admin Officer at Rovedana Limited

Rovedana Limited is a business process outsourcing company delivering bespoke service to her clients based on identified needs. Our offerings include HR Outsourcing, Bookkeeping and Accounting Services and Health Insurance, IT Outsourcing.

We continuously innovate and deploy workable solutions to solve our clients’ challenges, leveraging on our core staff competencies and efficient service delivery. At rovedana, every client engagement is unique as we analyze clients’ needs and develop cost-effective solutions to support their businesses in order to achieve their corporate objective whether as an MSME or a multinational.

We are recruiting to fill the position below:

Job Title: Personal Assistant to CEO and Admin Officer

Location: Lagos
Department: Human Resources

Job Summary

The role of Personal Assistant (PA) to CE & Admin Officer has dual responsibilities.
As the PA, the role holder has primary responsibility to manage the office of the Chief Executive to enable his maximum effectiveness. S/he will maintain his calendar, schedule important meetings, research and prepare letters, presentations and reports, make travel arrangements, handle his correspondence and filing and any other tasks required for the smooth running of the office.
As the Admin Officer, the role holder is responsible for the procurement of products and services essential for Hyde’s operations by identifying the most cost-effective solutions and suppliers. S/he will develop and deliver sourcing strategies, manage vendors and suppliers and work with other staff to optimize spending and achieve departmental and corporate goals within budget. S/he supports the HR & Admin Officer in carrying out the daily administration activities of the company.

Job Description
Personal Assistant:

Maintain calendar to ensure CEO attendance at all scheduled meetings and all deadlines are met
Organize CEO’s travels and ensure all arrangements are hitch-free
Research and prepare letters, presentations and reports
Manage incoming and outgoing correspondence ensuring confidentiality
Maintain all assets allocated to the CE
Ensure adequacy of all supplies for the CEO office.

Administration & Procurement Management:

Manage the daily operations of the office to ensure that the material and service requirements of the Company are met in a timely, efficient, effective and ethical manner
Ensure accurate documentation and posting of procurement transactions
Forecast likely levels of demand for services and products to meet the business needs and monitor stock levels
Liaise with the different departments to ascertain requirements
Ensure necessary endorsements and approvals are obtained for all materials or job requisition
Ensure adherence to good procurement practices across the organization, and compliance with the organisation’s procurement policies and procedures.

Sourcing:

Ensure clear communications of business requirements during sourcing to ensure alignment of all parties to corporate/business objectives
Identify potential suppliers and manage existing suppliers; build and maintain good working relationships
Negotiate and secure contracts for supplies and other product and service requirements
Evaluate bids and make recommendations based on commercial and technical factors/criteria
Monitor vendor agreements, vendor performance requirements and product performance expectations
Monitor product/service quality, timelines and other applicable performance measures
Ensure organizational adherence to contract terms and other service conditions; ensure timely payment of vendors and suppliers.

Research & Analysis:

Lead research to ascertain the best products and suppliers in terms of value, delivery schedules and quality; procurement and relevant trends and practices as well as their implications for the business
Continually evaluate products and services offered by existing and prospective vendors.
Forecast price trends and their impact on future activities.

Records Management:

Maintain files related to purchase orders, purchasing, vendors, bids, quotes and other correspondence
Collating data and report on realized/cost savings and cycle time

Key Performance Indicators
Personal Assistant:

Quality of written materials from CEO office
Hitch-free travels and transport arrangements
No missed meetings
Correspondence management
Asset management
Administration & Procurement Management
Product run out rate
Quality and relevance of forecast analysis
Extensive network of vendors
Quality of products and services procured
Percentage of cost saved for company

Sourcing:

Effective communication to departments
Inventory availability
Timely delivery
Vendor quality
Research & Analysis
Customer satisfaction
Information availability.

Records Management:

Error rate in records management
Timely submission of accurate monthly reports collated

Job Requirements

Qualification: A University degree (minimum of second class lower)
Procurement/Professional certification will be an added advantage
2 – 4 years’ experience in Purchasing or Procurement function
Must have experience in the Oil and Gas sector.
28 – 35 Years old and single
Females Only.

Competences Technical:

Excellent writing skills
Travel Management
Knowledge of Sourcing and Procurement best practices
Financial Management & Accountability
Inventory Management
Contract Management
Vendor management
Project Management
Working knowledge of finance and/or accounting in terms of budgeting, cost management, risk management
Proficient in the use of Ms Office applications (Excel, Word).

Behavioural: