Secretary

at  V Group Limited

OVERALL PURPOSE OF THE JOB

To provide efficient secretarial and administrative services to the General Manager and Director – Finance & Admin.

KEY RESPONSIBILITIES AND TASKS

• Prepare Management Agreements, amend, maintain as well as dealing with related correspondence. Ensure that files are kept up to date at all times. All Management Agreements and vessel Quarterly Reports to be uploaded to relevant computer drive.
• Responsible for internal circulation and approval of Annual Vessel Budgets; once client approval is received these should be up loaded on the relevant computer drive.
• Maintaining vessel / client related files, correspondence, request for changes, Vessel Data Bank as well Client Portfolios.
• Prepare / maintain Client Access and Fee Schedules.
• Prepare starter packages for new employees (Local and Expatriate) including Contracts of Employment and other documentation.
• Applying for necessary working permits for Expatriate employees and their families.
• Handling / coordinating all administrative matters concerning office personnel, including recruitment and appraisals.
• Maintain personnel, training, leave request records, and up to date Job Descriptions.
• Upload staff details on HR Net and maintain up to date records.
• Participate in meetings during grievance procedures as necessary.
• Arrange all conferences and social events.
• To take telephone or other messages and ensure that they are promptly dealt with according to the availability of the General Manager and Director- Finance & Admin.
• Ensure that visitors are well received and properly accommodated.
• Provide secretarial or any other administrative assistance necessary to the Company’s Directors.
• Carry out first line interviews for secretaries and oversee their progress as well as provide guidance as necessary.