Personal Assistant (PA) - Temp

IT’S NOT JUST AN OPPORTUNITY TO GET ON THE CAREER LADDER

IT’S AN OPPORTUNITY TO HELP THE WORLD GET ON TOGETHER

Why do people call us the world’s most international company? Is it because we operate in more countries than any other logistics provider? Is it because we invented cross border shipping over 45 years ago? Or is it, perhaps, because what we do connects people across the world. And the more we can connect people, the better life on earth becomes.

We love our role in the world. And we’re looking for the right people to help us maintain – and grow it. People like you.

Role Context

To provide administrative, secretarial and assistance support to the SMT members as a whole and contribute in ensuring timely, effective, efficient, and quality service delivery of the Finance department. Provide the required reporting and organizational support that will lead to the smooth running of the Finance Department.

Key Responsibilities

1. Extensive diary management including organisational & administration of meetings, setting up internal and external meetings, events, conference calls, conferences etc.
2. Handle all correspondence and communication including mail, faxes, letters, and memorandums and responding to routine mail, handling telephone and customer enquiries related to SMT members.
3. Manage/control the SMT’s task items for the team to ensure timely adherence to deadlines.
4. Typing all correspondence for Finance team and maintain confidentiality of all correspondence and communication.
5. Produce and proofread correspondence, documents, packs, and presentations.
6. Administrative responsibilities including filing, maintenance of records, expenses, time sheets, faxing, photocopying as necessary.
7. Follow-up on all outstanding pending requests for other departments.
8. Provide support to the SMT in the co-ordination of the departmental activities by ensuring that the head of Department meets his/her objectives and serves internal and external customers in an efficient and timely manner.
9. This includes ensuring, on a day-to-day basis that matters requiring follow-up are acted on by the SMT.
10. Maintaining confidential correspondence and reports for the department.
11. Assisting the team with urgent requirements needed by various stakeholders.
12. Maintain log of BCA’s, allocate sequential numbers and file copies. Compare to budgets and update spreadsheets of CAPEX utilisation. Prepare quarterly CAPEX schedules.
13. Prepare as requested all reports whether daily, weekly, monthly, or other. These reports will include Financial and Customer Accounting.
14. Travel bookings for country.
15. Assist with authorization of travel account.
16. All tasks requested by respective SMT member.

Minimum Requirements

Education & Experience

1. Degree or Diploma or preferably Executive Secretarial related/Administrative/Secretarial Qualification.
2. At least (5) years or more relevant experience in executive secretarial duties.
3. Intermediate level of English knowledge (DPDHL Business Language) preferred.
4. Computer literate in MS Office.
5. Min 3 - 5 years Secretarial/Administration experience.
6. High customer focus and service orientation.
7. Proven experience of working in a senior secretarial capacity.
8. Good interpersonal skills.
9. Ability to deal with sensitive issues discretely and to handle confidential information appropriately.
10. Ability to handle basic accounting functions and entry level accounting knowledge.
11. Ability to work in a team environment and a highly driven and energetic individual.
12. Open to working extra hours and outside the normal working hours.

We are looking forward to your application.