Job Vacancy for Department Assistants At hr.pearsonresources-Lagos

Under the General guidance and overall supervision of the Director, the Department Assistant will perform the following:

Work Flow Management:

Receive and register all incoming and outgoing documents of the Department;
Ensure that documents presented for Director?s signature are complete, with necessary attachments and background documents;
Draft general or administrative correspondence on own initiative or on the basis of instructions and finalize for the Director’s signature;
Verify that outgoing correspondence is presented in accordance with the Bank?s accepted formats and check on probable typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Director for clearance, approval or signature;
Review and classify priority and important correspondences and submit accordingly;
Follow-up and ensure that target dates and deadlines are met using appropriate tracking tools, and that correspondence and queries are responded to in a timely manner;
Channel correspondence for action by the Director or send directly to the concerned Division, if necessary.

Communication and Liaison:

Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned divisions, as appropriate;
Screen Director’s calls/visitors, make appointments for visitors to meet the Director or the Division Manager concerned;
Provide background information to the Director for appointments with official visitors and/or staff members;
Relay information between Director, Division Managers and other staff members of the department;
Follow up on work deadlines with Division Managers;
Schedule weekly team and ad hoc meetings for the Director, according to schedules and Director’s Agenda for the week;
Arrange time and venue for meetings, collect necessary background materials of meetings needed from the relevant Departments/Divisions; Remind Division Managers and other staff members about scheduled meetings.

Record Keeping and Documentation:

Maintain a filing system in both hard and soft copies to meet the needs of the Department;
Keep a weekly calendar of activities that shows all meetings to be attended by the Director as well as by other staff members. It also includes all external visits to the Department ;
Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s staff, checking their availability and ensuring they have the appropriate briefing files and documents;
Maintain Contact address / Mailing directory of partners working with the Department.

Office Administration:

Make travel arrangements for the Director including tickets, hotel reservation, etc.;
Assist in preparation of presentations using PowerPoint and other software packages on own initiative or on the basis of instructions;
Perform other office administration tasks (photocopies, emails) when the need arises;

Application from Lagos residents ONLY

How to Apply:

Interested applicants are to forward their application with subject:  DEPARTMENT ASSISTANT  to( [email protected] )

Deadline: not stated