Personal Assistant Manager
Resume:
NKANGA, EKAETE SAMANTHA
HOUSE *, PRINCE ANISERE STREET, OFF ALH. AFOKE,
BY 31 ROAD, GOWON ESTATE, EGBEDA
************@*****.***
Personal Date of birth: 8th April, 1968 Sex: Female
Data: State of Origin: Akwa Ibom State
Objective: To work in a dynamic organization where there are challenges and career development opportunities.
Professional Experience:
January 2016 till date –JUMIA GROUP - Manager, HR & Admin.
1.Immigration Services - Responsible for processing and carrying out all transactions relating to visas
Oversee the completion of all relevant visas and immigration documents and ensure that they are received within the time limit set by the Government
Preparation of accurate documentation for visa applications / renewal (STR, TWP & Business), etc. and ensure that the correct type of visa is applied for.
Advise accurately on the relevant requirements for the various Embassies and Consulates.
Manage the regularization process for expatriates and their dependents with STR visas to enable them obtain their CERPAC and Green Cards
Preparation of Letters of Invitation and other required documents for visiting Group staff to support their visa application
Submission of accurate Expatriates Monthly Returns to the Nigeria Immigration Service
Keep abreast of any changes or amendments to the prevailing laws/rules/regulations and changes in form or formats.
Liaise with the Travel Agency for Travel Insurance Policy
.
2.Office Administration/Management
Organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency and safety.
Office staff supervision and task delegation.
Organizing the office layout, maintain the office condition and arrange necessary repairs.
Manage relationships with vendors, service provides and landlords.
Responsible for arranging internal office moves and providing arrangements for office meetings.
Responsible for booking of accommodation and transportation (both flights and ground) for all employees (local and expatriates)
Fleet management
Sourcing of office space, corporate guest houses, apartments and hotels
Responsible for booking and allocation of rooms to guests and new expatriates at the Corporate Housing
Production of Weekly and Monthly Corporate Housing reports
Project Leader for the redesigning of our Corporate Office and Experience Centre
Handle special projects and keep the management informed.
Participate actively in the planning and execution of Company events.
Partners with the Procurement Department for the purchase of office supplies, furniture, office equipment, etc., in accordance with company purchasing policies and budgetary restrictions.
Ensuring the office environment and procedures meet health and safety regulation standards
In charge of the cleaners
3.Travel Coordination
Flight bookings
Management of hotel bookings for the Group
Coordination of airport transfers / transportation to guarantee a seamless transition at the port of entry/exit
Responsible for the management of car pool drivers and allocation on a daily basis
4.Secretarial Support to the Global CEO of Jumia Services
Booking of meeting appointments
Scheduling of interviews
Diary and Calendar management
Travel coordinating – flight booking, accommodation and transportation
Collating data and information
October 2014 till December 2015 – AFRICA INTERNET GROUP (NOW JUMIA GROUP)
EXECUTIVE ASSISTANT TO:
1.GLOBAL CEO, AIG-EXPRESS (NOW JUMIA SERVICES)
2.CEO, JUMIA AFRICA
3.CEO, JUMIA NIGERIA
1.Secretarial and Administrative support
Calendar and diary management,
Expenses reimbursement,
Receiving of guests,
Booking of appointments
Internal and External Meeting arrangement
2.Travel plan coordination
Flight Tickets and accommodation booking (both local and international)
Handling of logistics which includes airport transfers
3.Meeting and Internal Function Coordination
4.HR Support
Created database for central team staff and MDs (direct reports to the Global CEO)
Keep records of appraisals
Managing the recruitment pipeline fully - coordinate interviews, ensure adequate and timely feedback to candidates, etc.
Effective interview scheduling and timely feedback via Trello and Taleo
Assist in the management of Consultancy Agreement process for AIGX Central Team new recruits
Support AIGX central team in visa documentation
May 2013 - September 2014 – AIRTEL NETWORKS LIMITED: PERSONAL ASSISTANT TO THE CEO/MD
General office support to include minute taking, monthly reporting, preparing presentation materials, dealing with telephone enquiries, filing and general correspondence.
Develop and maintain records and information systems in accordance with office policy and procedures.
Prioritizing all incoming mail and ensuring necessary actions are taken.
Assist in organizing and maintaining systems for the storage and retrieval of information.
Provide an effective interface between the Chief’s guests and other members of the company.
Organize briefing materials and logistics for workshops or presentations.
Respond to internal and external enquiries and as far as is possible process these through to their resolution.
Manage staff and resources allocated to the job in accordance with the authority’s policies and code of ethics and standards.
Prepare the Executive for his meetings & monitor his action points/commitments for upcoming deadlines by following through on/communicating the necessary details.
Schedule & determine the nature/time of internal/external appointments; providing all necessary background materials and making travel plans where necessary.
Handle travel arrangements (International & Local), including airport logistics and hotel reservation.
Effective time and diary management for the Chief Executive Officer.
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Maintenance of the Group’s calendar.
Coordinate travel arrangements for the CEO International during his visits to Nigeria.
Handle other administrative functions of the Group.
July 2012 – April 2013 – DANGOTE CEMENT PLC: PERSONAL ASSISTANT TO THE GMD/CEO
First point of contact to the GMD/CEO’s office.
Responsible for the execution of secretarial duties, management and organization of the
GMD/CEO’s office.
Taking dictation, dealing with correspondence, reports, memos, agendas and minutes of
meetings.
Maintain strict confidentiality and interact professionally with all levels of management staff
and business associates.
Organizing and attending meetings, conferences, etc. and ensuring the GMD/CEO is well
prepared.
Organizing and maintaining diaries, and making appointments.
Dealing with incoming mails and documents.
Schedule meetings between the GMD/CEO and his direct reports, committees and groups.
Follow up with responsible persons on action points from Review Meetings, Project Meetings,
etc.
Arranging travel and accommodation and, occasionally, travelling with the GMD/CEO to
provide general assistance during travel, meetings or presentations.
Carrying out background research and present findings.
Devising and maintaining office systems to deal efficiently with paper flow and filing.
Screening telephone calls and callers, enquiries and requests, and handling them when
appropriate.
Delegating work to others under my supervision.
September 2010 to July 2012 – BLACK DIAMOND SUITES AND APARTMENTS, Ozumba Mbadiwe, V/I
HR/Payroll Supervisor
Payroll functions
Responsible for the administration of the Company’s time, attendance and payroll systems.
Responsible for the timely and accurate delivery of payroll related service, including record
keeping and reporting..
Process payroll and maintain payroll information as required:
oData entry for all time and attendance and personnel transactions such as new hire,
Termination, leave of absence, benefits deductions, bonuses, etc.
Compute exit benefits/pay offs for exiting staff.
Preparation of Time-sheets.
Processing of various leave applications, payment and leave allowances and monitors staff
to ensure resumption date are kept.
Liaise with the bank on staff banking issues and ensure all issues are sorted out in a timely
manner.
Correspondences with the Account department on payroll issues
HR functions
Coordinates daily work activities and assigns work; organizes and prioritizes department
Workload, monitors status of work in progress; and inspects completed work
Assist in the administration of the Company’s Policies and personnel procedures
Preparation of all correspondence (letters, memo, etc.) from the Department.
Performs duties of the HR Manager in her absence and represents Manager at meetings
when necessary
Handle responsibilities of staff administration and management including recruiting,
interviewing and hiring of staff
Prepares Monthly Action Plan to meet established objectives.
Reviews applications and develops interview questions and conducts interviews with
responsible manager.
Develops work plans and conducts performance reviews with responsible manager.
Resolves minor problems and complaints on an informal basis.
Dec. 2009 to June 2010 – Ericsson Nigeria Limited, Walter Carrington Crescent, Victoria Island, Lagos
Group Administrator /Personal Assistant to COO (Airtel) Managed Services
AND Operations Director (Managed Services)
Provide high level multi-task (secretarial and administrative) support to the Chief Operating Officer and Operations Director. (These were 2 different Directors with different management approach).
Daily maintenance of diary, scheduling of appointments etc.
Analytical review of the Chief Operating Officer’s correspondence and prioritize the action points and also follow up for proper execution.
Coordinate all business activities within the Managed Services Organization.
Attend high level meetings both internally (within the organization) and externally (with customer).
Prepare and distribute meeting Agenda and slides for presentation.
Follow up on Action Points with responsible persons via personal contacts, email or phone calls.
Single Point of Contact for all administrative duties/enquiries for within the Managed Services Organization.
Setting up of Conference calls both locally and internationally
Manage all Line Managers and staff within the Managed Services Organization.
Liaise with other departments on behalf of the MS Organization.
Coordinate all travel arrangements (ticket booking, hotel accommodation, visa, airport transfers) for the COO and other visitors to the organization (both local and international).
Carry out effectively and efficiently all tasks and commitments assigned to this position.
Oct. 2007 to Nov. 2009 – Ericsson Nigeria Limited, Walter Carrington Crescent, Victoria Island, Lagos
Personal Assistant to the Services Director
Provide a high degree of support to the Services Director.
Relieve the Director of routine administrative matters and reports.
Responsible for the information flow within the Division.
Drive and following up assignments.
Arrange internal and external meetings (with an evidence of effective arrangement).
Coordinate effectively Management Team Workshops, All Services Employees’ Meetings, Team Building Programs, etc.
Coordinate presentations for meetings.
Producing and distributing Services bi-weekly and monthly minutes of meeting.
Coordinate the Monthly Business Reports (MBR) from all Line Managers to MUSA.
Coordinate office equipment/its maintenance and stationeries.
Responsible for the coordination of all travel services (local and international) for the Director and other Services visitors.
Preparation of internal and external correspondence initiated by the Director.
Coordinate and manage all office and communication requirements: telephones, fax, fixed/mobiles, ESOE, LAN, etc.
Perform work under minimal supervision and regularly exercise judgment in planning work activities and making decisions.
Carrying out all other assignments as may be directed by the Director
Nov. 2006 to Sept. 2007 – Vivian Fowler Memorial College for Girls, Oregun
Personal Assistant/Secretary to Principal
Use ICT to process and prepare all required documents for the Principal
Manage an effective system for the storage and retrieval of information
Manage an efficient filing system of documentation
Open all the post that comes to the Principal and summarize its contents and prepare a response
Manage the Principal’s diary and schedule meetings accordingly
Receive and attend to Principal’s visitors
Make requisitions/purchases for the Principal’s office
Maintain tight security and confidentiality of the Principal’s office
Serve as Secretary during HODs meeting
Nov. 2005 to Nov. 2006 – Hiuna Nigeria Limited: Personal Assistant to the Chairman/CEO
Processing of documents
Replying to mails
Attending to visitors
Answering phone calls
Planning of daily itinerary
Booking/confirmation of appointments and engagements
1997 to 2005 – Peacock Paints Limited: Confidential Secretary/PA to the MD/CEO
Taking dictation
Processing of documents
Receiving of visitors
Answering phone calls
Planning of daily itinerary
Booking/confirmation of appointments and engagements
Writing routine letters and assisting on routine jobs
Acting as Secretary in enlarge Management Meetings
Serve Board Members during their Meetings
Coordinate activities of other Departments for the CEO’s information
Maintain Personal files of Management Staff and other official files of the Company both open and secret.
1990 to 1997 – Peacock Paints Limited: Confidential Secretary to the GM
Taking dictation
Processing of documents
Receiving of visitors
Answering phone calls
Planning of daily itinerary
Booking/confirmation of appointments and engagements
Writing routine letters and assisting on routine jobs
Qualification:
Akwa Ibom State Polytechnic, Ikot Osurua, Akwa Ibom State 2003
HND Secretarial Studies (Upper Credit)
Civil Service Training Centre, Uyo, Akwa Ibom State 1990
ND Secretarial Studies (Upper Credit)
Community Sec. Comm. School, Ikot Eba, Etinan, AKS 1983
WASC/GCE
Skills:
Ability to work under pressure with minimal supervision
Excellent verbal and written communication skills
Good time management
Comprehensive knowledge of the methods and procedures of handling administrative tasks
Possess good organizational and management skills
Possess excellent monitoring and supervisory skills
Good multi tasking capabilities
Proficiency in the use of Microsoft Word, PowerPoint, Excel and Outlook
Strong organizational skills
Very good interpersonal skills
Proven experience in providing high quality & comprehensive
administrative assistance to senior management level
Excellent leadership skills
Referees
1. Omoniyi Adejoro
Ericsson Nigeria
17 Walter Carrington Crescent
Victoria Island, Lagos
2. Jubril Saba
Airtel Networks Limited
Plot L2, Banana Island
Ikoyi
3. Indrek Heinlo
Global CEO
Jumia Services
Contact this candidate