PA / Administrative Supervisor

Adecco is an International HR and Consultancy firm. Our client, in the shipping and logistic sector, is looking for a PA / Administrative Supervisor.

Our client, in the shipping and logistic sector, is looking for a PA / Administrative Supervisor.

Reporting to the Managing Director, the successful candidate will be responsible to implement, review, optimize procedures related to administration’s scope.

Main responsibilities:

Administration Supervisor

• Manage Receptionist and Office Attendant;
• Take charge of all office administration tasks (stationery, maintenance, lease, plants, grocery,
• archives...);
• Manage Office Suppliers’ contracts (negotiate in best company interest);
• Organize attendance, recording of mails, ships’ mails, emails, phone calls…;
• Manage filing of all Administration related documents;
• Manage Company’s vehicles.

Personal Assistant

• Acts as secretary to meeting and prepares minutes accordingly;
• Prepare all reports as requested by General Manager;
• Handle/Manage General Manager Planning;
• Handle the planning and preparing conferences & other events;
• Manage Travel arrangements for General Manager/Employees and overseas visitors (Invitation letters, Visa, Certificates, Vaccination, safety…)
• Ensure Compliance to Group Systems, Procedures, Policies;
• Communicates with Principals, customers & suppliers as may be required by the General Manager;
• Elaborate, prepare and communicate announcements/instructions as may be required by General Manager.

Additional general areas:

• Attends to issues regarding insurance/pension and Medicare of employees;
• Administrative support to HR function (Leave management, Employee file management,…)
• Monitor attendance of staff & keeping records as may be required by General Manager;
• Follows Health and Safety Policies and Procedures as well as company’s Quality Policies and Procedures;
• Drive Administration within Indian Ocean Cluster through best practice Sharing, Remote Training;
• Act as entry point for External Contact within Indian Ocean Cluster;
• Carries out other related duties as may be assigned by the Managing Director or his representative.

Objectives:

• Achieve optimum productivity while keeping costs to a minimum;
• Protect and enhance the image of the Group towards customers, suppliers and authorities;
• Ensure all administrative systems are implemented and used at optimum level and identify and pursue opportunities for developing better and more efficient working procedures;
• Actively train and develop team members in coordination with HR and General Manager.

Qualification:

• HSC and Diploma or Equivalent.
• At least 3 years of experience in a similar post.

Candidate profile:

• Microsoft Office – Advanced user level
• Have innovative approach
• Good knowledge of IT tools
• Leadership skills
• French/English speaking