A day in the life of a Factory Administrator:

Document Communication Facilitation                                            

• Prepare and deliver communication documents timeously and accurately.
• Prepare PowerPoint presentations ensuring accuracy and visibility and using required templates excel spreadsheets and other material.                                                   
• Screen and log incoming calls, redirecting where appropriate.                                                 
• Maintenance of internal and external communication documents for circulation.
• Information, Advisory & Information memos, collation of agenda items for meetings & taking minutes, typing letters both confidential and non-confidential to Switzerland, other international countries, Internal & external parties, Steering committee meetings                                                    

Department Assistance                                           

• Effective Management and Maintenance of diary on MS Outlook: Arranging and making diary entries: Arrangements of meetings including all required resources and confirmation of attendance with attendees i.e. Director/s, Managers; Local, International & external parties where applicable.
• Consultation of all diary entries with director daily to ensure smooth running of same.
• Where urgent meeting arises, ensuring director is alerted and rescheduling takes place where meeting clash.

Travel arrangements

• Organizing & booking of all flight, accommodation and car hire.
• Confirmation and collection of air tickets, visa requirements, arrangements for vaccination as required by the different countries being visited i.e. liaison and booking of appointments with travel clinic.
• Organizing of foreign currency as required by party travelling, airport transfers, car hire, hotel accommodation, ultimacy notification of any changes where applicable for both Local and Overseas Guests.
• Constant follow up and confirmation of details to ensure smooth running of all arrangements.
• Drawing up of itinerary and compilation of itinerary to ensure director has all details.
• Local travel arrangements from HO to factories, depots and other meeting places, making sure maps and directions are available and always correct.
• Arranging of driver/chauffer services as required.
• Creating and maintenance of effective communication of service requirements to and from service provider internally or externally to ensure services are effectively provided to director and other parties concerned.
• Co-ordination and management of visit programmes for overseas visitors: airport transfers, inland transfers business and private, accommodation arrangements, meeting arrangements with various parties as required by the visitors, feedback of arrangements to concerned parties.
• Making sure that all other arrangements are always intact.                              

Stationery & Other General Office Services

• Management of stationery requirements for the Department including ordering and stock control, to meet budget requirements.
• Ordering of Business Cards for Director
• Photocopying and ordering of other stationery specifically applicable to Director,
• Speedy distribution of Mail (Incoming and Outgoing)
• Faxing of documents
• Organizing of resources for director with various service providers internal & external e.g. cell phone, diners’ cards, computers, laptops etc.
• Preparation of all necessary information documents.
• Successful organization of all handover processes business & private where applicable as required by directors in question – ensuring the transition smoothly takes place.                                                
• Provide private assistance to director for organization of meetings and sourcing of information and private resources to ensure smooth settlement in local market where applicable e.g. facilitation of meetings with institutions such as banks, vehicle service arrangements, appointments with various estate agents as would be required for accommodation in the case of an expatriate arriving to settle in market, sourcing and providing information about local services and service providers organizing necessary appointments where needed .
•  Ensuring other private communication and arrangements as required by director.                                    

General Administration                                          

• Maintain filing for the department including archiving as required – all documentation as per statutory requirements.
• Filing of all project documents, different divisional and factory documents, appraisal and bonus documents, keeping departments leave records as well as copying to relevant HR parties, appraisal documents            

Office Up-Keep

• Ensure Office is neatly maintained. Communicate all defects to general service department and ensure repairs where necessary.
• Ensure neatness (5S).                                                      
• Co-ordinate the procurement, packing, documentation and courier arrangements for product samples as required.
• Sending out of mail.                                          
• Ensure accurate completion of Purchase Requisitions on the Purchasing System- communicate all procedures to be followed as required by Director/Manager to ensure completion of process.
• Circulate monthly management reports to Directors/Management both at Head Office and Factories.
• Maintain a high standard of typing / capturing of information in MS Office programs.
• Compose and type own correspondence / spreadsheets / presentations as and when necessary.
• Take minutes of meetings when required.                                    

Co-ordinate functions and conferences                                           

• Co-ordinate and manage conferences, corporate functions and all other events as required by director and divisional members including sourcing and booking of venues, arranging all catering requirements, equipment and accommodation as and when required, and coordinating invitations, guest lists and other communication in this regard.
• Liaise and co-ordinate with hotels, conference venues for best possible prices and physical visit to new venues to check on suitability and appropriateness.
• Ensure hotels use Nestlé products as per directive from Managing Director.                             
• Compilation of departmental leave schedules & telephone lists etc. and drawing up relevant lists as well as their distribution to necessary parties locally and internationally esp. Switzerland.

Budget Control                                           

• Compile initial Budgets for the Department with the Managing Director.
• Run budget reports from AS400 to verify expenditure.
• Check budget monthly and give feedback.   

What will make you successful?

• Post Matric qualification (Secretarial)
• 3 years’ experience                      
• Must be able to communicate effectively in English with skill of adjusting language and terminology to appropriate levels (as she/he from time to time represents image of director & department).
• Must be able to maintain a high degree of confidentiality and professionalism.