Secretary to Director of Finance & Accounting

PRIMARY RESPONSIBILITIES:

• Works in closed cooperation with the Director of Finance & Administration. She is her shadow and has to work in perfect line with her instructions and comments.

• Support the Director of Finance & Administration in her tasks and schedule.

• The Secretary is responsible to route each of them to the right place. She will then pick up at the beginning and at the end of her shift, all the papers from the Finance pigeon holes. She will then organize them and put all documents concerning the Director of Finance & Administration on her desk. She will then route them strictly as per instructed by Director of Finance & Administration and will make the copies accurately when required.

• The Secretary will ensure that all documents are filed on time, at the right place and with the standard established.

• The Secretary must know by heart where to find and to classify any document to be able to find it back very quickly to Director of Finance & Administration.

• The Secretary will organize the schedule of the Director of Finance & Administration in advance and remind her in advance to make sure that he does not miss an appointment or meeting and has time to prepare it.

• To co-ordinate with Owing Company in all licenses, all insurance and maintain to renewal.

• Keep all contract such as Purchasing contract, IT contract, A/P contract and others contract for Director of Finance & Administration and remind Director of Finance & Administration in advance 3 months before renewal.

• To discharge his/her duties in an effective and efficient manner.

Administration

• The Secretary will attend the required meetings organized by the Director of Finance & Administration. She will take note of all details and comments made during those meetings and will report them carefully in the “minutes”. These “Minutes” will be reviewed & approved by the Director of Finance & Administration before to be issued.

• Coordinate training hours and submission of training courses conducted by the Finance Department to HR Department

• The Secretary will assist the Director of Finance & Administration in all the administration tasks to make her work more efficient. She will handle the typing and formatting work on computer when required and will be flexible to receive instructions upon the priority of the moment.

• The Secretary will ensure that all scheduled paper work is ready for the date defined. She will keep records of the deadlines and do an efficient chasing to Director of Finance & Administration and Finance Department.

Training and Human Resources

• Ensure wherever possible that employees are provided with a work place free of discrimination, harassment and victimisation.

• Treat complaints of harassment and discrimination promptly and confidentially.

• Treat customers and colleagues from all cultural groups with respect and sensitivity.

• Identify and deal with issues which may cause cross cultural conflict or misunderstanding.

JOB REQUIREMENT

• At least Bachelor degree in any discipline

• Minimum of 1-2 years in secretarial, administrative experience. Exposure in Finance & Accounting operation or hospitality business is desirable

• Computer literate and ability to use other office equipment.

• Have good English communication skills both in written and spoken

• Well-organized, detail-oriented and posses pleasant personality with excellent communication and interpersonal skills