MDs Executive Personal Assistant

Reports to: Managing Director, ACS

Responsibilities    

1. Office Administration

• Ensure efficient and effective management of administrative tasks which include managing actively the calendar for the Managing Director (MD) and organizing meeting requests for the MD.
• Manage MD office administration, including correspondence, calls, and emails both incoming and outgoing.
• Organize management meetings and write minutes, including other meetings, as requested.
• Organize travel plans and itineraries for MD, completing and managing expense reports.
• Provide travel logistical support to company visitors, including hotel and transportation arrangements. Ensure that travel and accommodation for employees travelling out of the country is well managed.
• Discretion and confidentiality.

2. Government Relations and Communications 

• Keep key government contacts up to date, including Ministers, Governor, Secretary of State, the President and the Administrator of Dondo, Senior Police and Immigration officials, as well as Ambassadors from relevant embassies. Monitor reshuffles and new appointments.
• Efficiently manage, plan and coordinate visits by national and foreign groups to the factory.
• Guide and assist senior leadership in establishing important relationships with government and ensuring that the hierarchical composition and functions of local government bodies, municipalities and ministries are understood.
• Develop and maintain reliable sources of information from the government, which provide timely and accurate data on political and economic developments in Mozambique.
• Report country news every two weeks; and daily for relevant news.

3. Cost and budget management and corporate events 

• Plan an effective budget for the MD department in conjunction with the Finance team.
• Ensure efficient review of monthly/ quarterly cost centre reports to ensure expenses do not exceed allocated budget.
• Ensure organized corporate events are delivered on time and within budget that meet or exceed expectations.
• Ensure excellent customer service and quality during events.

4.    Requirements:

• Higher Education in Business Administration and Management;
• Excellent verbal and written communication skills;
• Fluent in English, verbal and written;
• Age between 24 and 35 years old;
• Proficiency in computer packages (Word, Excel, Powerpoint)
• Organization and self-management capacity;
   

NB: Submit the documents by Friday 09/02/2024, on the company website or via INEFP.