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The position of the Administrative Assistant – Finance
& Administration is to manage the day to day operation of the student association office. The incumbent provides
support to ensure that the day to day requirements for the effective implementation of
association events and objectives are achieved.
Main responsibilities include, but are not limited to:
- Undertake administrative and receptionist duties, answer phone and deal with
students and visitors at the counter and maintaining a professional environment in the
office
- Manage the ordering, receipt and distribution of office supplies, ensuring
adequate stores are kept on hand and assist the General Treasurer and General Secretary
with quarterly stocktaking and inventories
- Assist the Treasurer with preparation of payment documentation, end of month processes, entering data into computerized accounting database and ensure
correct filing of financial records
- Assist the General Secretary with the preparation of meeting agendas, meeting
minutes, and monthly reports for the President and/or Vice Presidents
- Where necessary, assist Secretaries from Standing Committees with minor administrative tasks such as –
- Liaising with USP campus management for booking of
campus facilities
- Contacting and negotiating with suppliers via phone or email
- Liaising with government offices and/or non-government organizations
- Production of event reports
- Delivery of documents and other items as required
- Disbursement of cash on behalf of Treasurer
- Ensure that IT equipment such as printers and computers are not abused by
users.
To be considered for this position, applicants must
have:
- A Diploma in Office Management or equivalent qualification and experience
- At least 3 years’ experience in a similar role in the Tourism industry
- A good command of English
- Experience in the use of Microsoft Programs such as Word, Excel, Power Point,
and Publisher
- Ability to work with little to no supervision and able to plan, prioritise and co-ordinate
workload in order to meet competing deadlines.
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