The Senior Administrative Assistant will provide administrative support primarily to the Finance and HR departments. Support, as and when required, will also be provided to Corporate Department.
Principal Accountabilities
Finance Department:
To handle all incoming and outgoing calls and queries/complaints from customers, employees and other stakeholders. Provide an appropriate and timely response.
To deal with all types of correspondences in an effective manner.
To ensure timely distribution of documents, share certificates etc
Organise and maintain Finance Manager’s calendar. Schedule appointments/meetings with staff and respective stakeholders.
Provide administrative services to the departments including organising meetings, preparing minutes, contracts, typing letters, faxes, and any other miscellaneous documents.
Ensure that documents and correspondences are properly filed and can easily be retrieved.
Act as focal point for business critical documents. Ensure that original contracts/documents are kept in fireproof safe.
Follow up on renewal of trade licences and registration fees.
Act as focal point for archiving.
Act as focal point for Document Control
Act as custodian for Central Legal Archiving. Upload of documents, contracts, licences and update of Director’s and Corporate information in the Datasite, as and when required.
Assist Finance Manager with the legal reporting.
Act as PO receiver for Finance and HR Department.
Organise travel for Finance Manager and HR Manager.
Organise hotel accommodation, airport transfers, meetings, book meeting rooms etc. for Finance and HR visitors.
Organise the weekly Finance meeting, Board Meetings, Audit amp; Risk Committee, Corporate Governance Committee, Analyst Meeting, and/or any other meeting as and when required. Book meeting rooms accordingly.
Ensure timely payment of invoices.
Ensure update of the internal telephone directory, as and when required.
Ensure timely distribution of Financial Statements for to stakeholders.
Ensure MRA Annual Tax Deduction at Source (TDS) Returns are signed and despatched to stakeholders before due date.
Attend Auditors’ queries and provide assistance for both Finance and HR Department.
To liaise with Finance Team and compile the monthly Finance Presentation Pack to be presented during CLT Finance Meeting.
Ensure list of foreign investment transactions and list of foreign security holders are emailed to Stock Exchange of Mauritius (SEM) every month.
Update the share price spreadsheet weekly.
Format/prepare the monthly minutes for BS Reconciliation for FC and FM signature.
HR Department:
Prepare/format HR documents and correspondences such as Contract of Employment, Job Description, Employee letters etc.
Act as back up for payroll.
Carry overtime verification for payroll
Ensure release of salaries on the online bank platform and liaise with respective parties for approval.
Verify leave entries accuracy on the HR system and ensure timely updates.
Prepare payments for provident fund, catastrophe and loans.
Ensure updates of internal policies and procedures.
Assist in printing, scanning and filling of documents.
Responsible of employee’s personal file. Ensure timely filing in digital and hardcopy.
Update the daily roll call list.
Assist and provide information required for the HR Audit.
Follow up yearly mandatory training for operatives
Ensure HRDC application for training refund.
As focal point for business critical documents, ensure that signed original employee contracts, letters are kept in HR fireproof safe.
Any ad-hoc task as assigned by Line Managers.
Requirements
Job Knowledge, Skills and Experience