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JOB OBJECTIVE:Provide organisational and administrative support to the Senior Advisor and the team to ensure effectiveness and efficiency of department process.KEY ACCOUNTABILITIES:Core Functional Responsibilities:· Raise iProcs/LPOs; provide support to budget management under close supervision· Liaise with PR agencies in regard to invoicing and budget· Help facilitate travel request forms for the team for media trips and inwards missions and ensure all correct protocols are followed by the team and procurement· Co-ordinate travel arrangements for staff travel processing the travel request forms and arranging travel allowance· Maintain department budget/iProc records in collaboration with the team· Work with internal stakeholders to ensure direct agreements, contracts and payments are handled well and in time· Co-ordinate and follow up with procurement to arrange LPOs to suppliers· Manage department manager’s calendar and assist the department manager in day to day administrative operations· Manage agency and stakeholder contact lists· Order collateral and arrange cash advance/reimbursement claims for media trips· Coordinate with the brand team/procurement and suppliers to produce materials & giveaways, receiving quotations and execute preauthorization· Coordinate with the warehouse for availability of stock upon receiving a request from overseas offices and local entities· Coordinate and organize overseas shipment and their prompt dispatch· Manage stakeholder and agency lists · Support in planning and logistics for periodic events (e.g. quarterly PR Forum)
