Department: Finance
Reporting to: CTO
Required Experience:Â 1- 2 years
Job Aim
The objective of this role is to ensure that the Chief Technical Officer’s office receives administrative support. Core duties include managing correspondence, scheduling appointments, and making travel arrangements. They may also be required to organize events in the CTO’s office.
Key Task 1 : Finance
Objectives
- Ensure prudent management of cash day-to-day control of expenditure in the CTOs office.
Description
- Preparing the facility for scheduled events and arranging refreshments, for CTO guests.
- Ordering office supplies and replacements, as well as managing mail services.
Standards
- Adherence to CTO’s office budgets
Key Task 2: Customer
Objectives
- Attend to internal customers, while ensuring utmost professionalism and assistance. Manage CTO’s calendar and schedule ensuring activities are planned according to priority
Description
- Promptly replying to all correspondence without constant supervision.
- Responsible for taking minutes of the meeting.
- Responsible for collating information and providing to the CTO as and when requested.
- Take and distribute meeting minutes to appropriate individuals.
- Handle and distribute incoming and outgoing mail.
- Create and maintain computer and paper-based filing and organisation systems for records, reports, documents, etc.
- Monitor CTO social media pages like facebook, twitter, Instagram etc. and reply to clients on his behalf after taking necessary approvals on case to case.
- Prepare and manage correspondence, reports and documents
- Organize CTO’s diary ensuring that he receives a daily reminder of all activities set for the day.
- Arrange and confirm appointments after consulting with the CTO on his availability.
- Follow up on CTO projects alerting him where action needs to be taken
- Maintain databases of the visitors and potential business.
- Communicate verbally and in writing to answer inquiries and provide information.
- Liaison with internal and external contacts.
- Coordinate the flow of information both internally and externally.
- Constantly visit sites to ensure that Xpose crew is branded according to the event.
- Work with crew to ensure quality standards are maintained in all events and escalate where lapses are seen
Standards
- Efficiency in managing CTO’s diary
- Timeliness in passing information to relevant departments
Key Task 3 : Process
Objectives
- Ensure compliance to internal and external statutory requirements. Review and develop SOPs, continuous innovation to ensure process efficiency.
Description
- Coordination with all HODs for various meetings.
- Coordination with HODs for the monthly reports to be shared with CTO.
Standards
- Ensuring meetings are held and minutes circulated
Key Task 4 : Learning and Development
Objectives
- Ensure continuous learning in own department. Grow knowledge of other department working practices
Description
- Familiarizing with and understanding workings of other departments
- Maintain professional and technical knowledge by attending educational workshops and reviewing professional publications.
Standards
- Personal training plans adhered to
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