To provide support to the Puma Western Africa COO, Puma Ghana GM, with all administrative functions.

Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities:

• Manage W/A COO, and Puma Ghana GM’s diaries, including meeting rooms, VC’s and conference calls.
• Screen all incoming calls into the COO’s / GM’s  office
• All travel arrangements for W/A COO, and Puma Ghana GM’s and any other employee.
• Manage all Board Executive travel matters whilst in Ghana
• Manage W/A COO, and Puma Ghana GM’s expense claims
• Guest services on behalf of W/A COO, and Puma Ghana GM’s
• Manage visa applications for W/A COO, and Puma Ghana GM’s and other staff on official travels
• Review of invoices for Puma Energy, if correct ensure invoice is sent to accounts for payment

• Flights
• Hotel
• Lunches / Dinners
• Visas

• Booking of transfers for guests
• Booking of lunches and dinners
• Coordinating large meetings for Trafigura and Puma Energy entities
• Providing letter of invitations various travelers for visa applications
• Handling of highly confidential information and ensuring all information is handled in a sensitive manner
• Hosting of large meetings such as GM’s meetings and Budget meetings (agendas, logistics, catering etc. for groups)
• Assisting with the coordination of the annual Christmas party
• Assisting with minutes of Leadership meetings.
• Balance conflicting priorities in order to manage workflow and meet critical deadlines
• Interact professionally with clients and associates at all times, interact with a variety of individuals in a courteous, professional manner
• Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting other departments
• Compiling presentations for different departments ensuring the look professional and to company standard
• Ad hoc private requests by W/A COO, and Puma Ghana GM’s and families.

Requirements:

• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office
• Proficiency in English
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality
• High School degree; additional qualification as personal assistant would be considered an advantage

Experience: 

Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position

A First degree in business administration or related qualifications

4/5 years of experience in handling a superior or similar role in a multi-cultural environment.

Ability to communicate in French shall be an advantage.

Skills:  

Strong computer skills required:

MS Office and Word and PowerPoint in particular.

Competencies:

• Organizational and planning skills
• Communication skills
• Information gathering and monitoring skills
• Problem analysis and problem-solving skills
• Judgment and decision-making ability
• Initiative
• Confidentiality
• Team member
• Attention to detail and accuracy
• Adaptability

Key Relationships and Department Overview:

Internal – Puma W/A COO, Puma Regional COO, Ghana GM / Ghana Leadership

External – Embassies/ Hotels / Airline Agents