Administrative Assistant

The responsibilities will include managing daily office tasks, coordinating schedules, handling correspondence, and providing support to our team.

Duties and Responsibilities

• Maintain and update office records, databases, and filing systems for both ZOD and PAD
• Follow up of correspondence with designated entities for implementation of standards, e.g PAAZA, IAAPA, SGS etc...
• Follow up animal feed stocks with supervisors and issue p/o in a timely manner to avoid stock shortage or rupture
• Raise purchase orders for Zoology and Park Attractions Department and follow up until delivery
• Follow invoicing procedures and ensure invoices are dispatched to the accounts department in a timely manner
• Track payment as required with Accounts department
• Ensure supervisors of ZOD and PAD  send stock takes in a timely manner to ensure a smooth procurement process with maintaining a minimum stock where needed for smooth running of operations
• Follow up of calenders for internal audits, medical surveillance and internal trainings
• Carry out monthly stock takes of veterinary eqipement and medications to maintan a minimum stock
• Compiling and maintaining records for ZOD which comprises but not limited to animal and feed import and export
• Perform general office duties, such as photocopying, scanning, and faxing
• Records and sent minutes of meetings as required
• Update payroll system for both department on weekly basis and issue reports to Senior Manager for abusive absences etc...
• Monitor and Manage office supplies and inventory
• Handle incoming and outgoing correspondence, including emails, letters, and packages.
• Compile and maintain records of both department, e.g training sheets, medical certificates, etc..
• Manage and organize schedules, appointments, and meetings for senior staff
• Any other cognate duties as may be necessary in the circumstances and/or required by the employer