JOB PURPOSE* To Manage, Coordinate and Execute various administrative functions of the designated Chiefs Office and execution of any other task entrusted by the Line Manager. * This professional role shall be presented at middle and senior management forums and will be dealing with both Internal colleagues and external Visitors/ Stakeholders on behalf of the Line Manager and the management team. * Provide professional assistance to Line Manager and team members and is often trusted with complex duties and sensitive information, producing reports \& presentation. * In addition to general administrative work, this role is in charge of scheduling meetings, taking minutes during sessions and follow up with Dept's executive leadership. * Responsible to ensure the smooth\-running of the office by working on a one\-to\-one basis and being the point of contact with the Management, but also on a wider basis with internal and external clients MAIN DUTIES **Financial Management:** * Maintenance of records for future audits in line with Documents Retention Policy. * Coordinate Project Management activities for related projects and act as single point of contact for the division. **Office Administration and Documentation Management:** * Support Line Manager in daily administrative and operational activities. * Review of updated Manuals at periodic intervals to verify its relevance and for future audit purpose. * Establish Office administrative procedures and implement approved best practices. * Maintain a good data base and all relevant files of various communications received and sent to various Internal \& External parties from CXXO Office. * Execute effective required controls over incoming and outgoing emails, letters, circulars, memos, SOPs and Manuals relevant to CXXO Office functions. * Administer circulation of circulars to relevant distribution list parties * Support Line Manager with draft letters concerning department subjects. * Department related HR matters. * Maintaining the current filing and database system and looking for ways to improve the current systems. **Reports and Database Management:** * Collect relevant data from departments for submission of necessary reports to senior management. * Organize, collect and compile reports that are received at an adhoc basis when requested by CEO Office and / or various internal / external stakeholders. * Other adhoc reports as requested by executive management in a timely manner. **Management of Meetings/Conferences/Workshops:** * Plan, manage and organize meetings/conferences and travel plans for Line Manager. * Prepare relevant presentation material in terms of concepts, processes and documents as desired by Line Manager in close consultation with senior Leadership team. * Prepare and coordinate follow up actions within department team as directed by Line Manager. * Organize and coordinate the end to end activities for various team workshops. **Skilled Support/ Other tasks:** * Professional assistance to senior management members within the team. * Execution of Complex duties as entrusted by CXXO and dealing with sensitive/confidential information pertaining to business with high levels of integrity. * Ensure compliance and adherence to organization policies by all departments and bring to the notice of CXXO of any deviations. Education \& Experience* Bachelors Degree holder * Should have a total experience of 5 years in a similar role and knowledge.