Administrative Officer

Purpose of Position

The Administrative Officer reports to the Chief Executive Officer (CEO) and provides crucial support to ensure the smooth functioning of the CEO's office. Responsibilities include administrative support, communication, data and file management, office management and coordinating the logistics of Management and Board meetings. Overall, the role is essential in enabling the CEO to focus on strategic responsibilities by efficiently handling administrative tasks.

Key Responsibilities

• Provide administrative support to the CEO.
• Effective management of CEO 's schedule, diary, and electronic calendar.
• Assists with the monitoring of Management and Board Tracking Reports required for key stakeholders.
• Coordinate the logistics of workshops, meetings etc., including monthly management meetings and quarterly board meetings.
• Organize and compile board and general meeting documents as needed to support the CEO’s preparation and participation.
• Monitor the schedule of audit items from Internal and External Auditors to ensure no past due items. Follow up with owners to ensure implementation.
• Preparation of business correspondence (memos, letters).
• Liaise on behalf of the CEO on a national and international basis with Western Union Executives, members of GraceKennedy Corporate Office and executives of other GraceKennedy and GKRS offices, Regulators, and key suppliers.
• Ensure effective management of the company’s credit card used for travel and company related expenses.
• Provide administrative support for the hosting of Management Retreats for the GKMS Group, which includes procuring conference facilities, reserving hotel accommodation, coordinating travel plans and related activities, planning the menu, etc.
• Coordinate all procurement and payment-related activities for the CEO Office, including supplier engagement, purchasing, invoice processing, and payment tracking.
• Effective Minute taking and timely delivery to relevant parties.
• Maintains files for all leases, major contracts, and legal paperwork.
• Manage the vacation leave administration for the CEO’s direct reports.

Required Qualification, Experience, Knowledge

• BSc Degree in Management Studies/ Administrative Management.
• Minimum of four (4) years working experience in a similar capacity.
• Must have working knowledge of MS Suite (Windows, Excel, PowerPoint, Visio) and other computer software.
• Understand the GKRS culture, values and structure and is committed to helping achieve its mission.
• Ability to carry out responsibilities to the expected standard.
• Ability to handle multiple projects, prioritise work, to meet agreed deadlines.
• Flexible and pragmatic approach to work.
• Excellent presentation, communication, listening, facilitation, and interpersonal skills.
• Ability to express views clearly and concisely both orally and in writing.
• Strong sense of confidentiality.
• Effective multi-tasking and strong use of initiative.

GraceKennedy's Competencies

GraceKennedy embraces six key competencies that all employees, regardless of level, should master and demonstrate across the organization. These are:
•    Results Oriented
•    Digitally Savvy
•    Collaborative
•    Engaging & Inspiring
•    Diversity-Embracing
•    GK Values-Driven