Communications & Department Assistant
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Key skills for this role
About the Role
A. Departmental Coordination & Operations Manage the Director’s schedule, correspondence, meeting coordination, and travel arrangements. Prepare meeting agendas, take minutes, t.
Key Skills for This Role
Responsibilities
- Manage the Director’s schedule, correspondence, meeting coordination, and travel arrangements.
- Prepare meeting agendas, take minutes, track action items, and follow up on departmental decisions.
- Coordinate internally across teams and departments on behalf of the Director.
- Track progress of active communications projects and campaigns, maintaining status reports.
- Manage end to end procurement process, including purchase requisitions, quotations, and purchase orders.
- Monitor department’s operational budget, track expenditure, and produce monthly budget summaries.
- Maintain digital archive of departmental outputs, ensuring version control and accessibility.
- Develop and maintain departmental KPI scorecard, track progress, and prepare performance reports.
Requirements
- Experience in departmental coordination, project management support, procurement, and budget tracking.
- Strong organizational and communication skills.
- Ability to manage schedules, correspondence, and meeting logistics.
- Proficiency in maintaining records and digital archives.
Full Job Posting
Departmental Coordination & Operations
- Manage the Director’s schedule, correspondence, meeting coordination, and travel arrangements.
- Prepare meeting agendas, take minutes, track action items, and follow up on departmental decisions and pending approvals.
- Coordinate internally across teams and departments on behalf of the Director to facilitate timely information flow and decision making.
- Maintain an organised departmental calendar aligned with key institutional events, deadlines, and reporting cycles.
- Support onboarding of new team members and coordinate logistics for departmental meetings and offsites.
Project Management Support
- Track the progress of active communications projects and campaigns, flagging delays and maintaining updated status reports.
- Maintain a centralised project tracker covering all active workstreams across the department and external agencies.
- Coordinate with agency partners on deliverable timelines, submission schedules, and approval workflows.
- Assist in preparing project briefs, presentations, and internal updates for the Director’s review.
- Support the planning and logistical coordination of departmental events, press activities, and institutional programmes.
Procurement & Vendor Management Support
- Manage the end to end procurement process for departmental purchases, including raising purchase requisitions, obtaining quotations, coordinating approvals, and issuing purchase orders.
- Liaise with the Finance and Procurement departments to ensure timely processing of contracts, purchase orders, and renewals.
- Maintain an up to date vendor register for all agency and supplier relationships, including contract expiry dates and renewal schedules.
- Support the preparation of RFPs and tender documents in coordination with the relevant team members.
- Track agency contract performance milestones and flag upcoming renewals or obligations to the Director.
Financial Tracking & Budget Management
- Monitor the department’s operational budget, tracking expenditure against approved allocations and flagging variances.
- Process and track invoices from agencies and vendors, coordinating with Finance to ensure timely payment.
- Maintain a departmental expenditure log and produce monthly budget status summaries for the Director.
- Support the preparation of annual and project specific budget proposals and financial forecasts.
- Ensure all financial documentation is complete, accurate, and filed in accordance with institutional policies.
Archiving & Records Management
- Maintain a comprehensive and well organised digital archive of all departmental outputs, including campaigns, reports, contracts, approvals, and correspondence.
- Implement and enforce a consistent filing and naming convention across all departmental records.
- Ensure all communications assets, templates, brand files, and reference materials are version controlled and accessible to the team.
- Manage the retention and disposal of departmental records in line with institutional and regulatory requirements.
- Serve as the departmental point of contact for document requests, audits, and compliance reviews.
Marcom Support
- Provide support in coordinating content, design, and production deliverables between internal teams and external agencies.
- Assist in the preparation of communications and marketing materials, presentations, and reports as required by the team.
- Support the logistics of press activities, filming sessions, media briefings, and institutional events.
- Ensure adherence to local and federal HSE policies and standards.
- Perform any other duties assigned by direct supervisor, in line with role level and organisational priorities.
Departmental KPI Scorecard Management
- Develop, maintain, and regularly update the departmental KPI scorecard in alignment with the Strategic & External Communications department’s objectives and priorities.
- Coordinate with relevant team members to collect, validate, and consolidate KPI data on a monthly, quarterly, and annual basis.
- Track progress against approved targets, identify gaps or delays in performance, and escalate risks or variances to the Director in a timely manner.
- Prepare KPI dashboards, scorecard summaries, and performance reports for the Director’s review and for internal reporting purposes.
- Support the Director in establishing KPI definitions, measurement methodologies, reporting timelines, and accountability owners across the department.
- Maintain proper documentation, evidence, and version control related to KPI submissions, supporting data, and performance records for audit and reporting purposes.
- Liaise with relevant internal stakeholders to ensure consistency, accuracy, and timely submission of departmental KPI reports in line with organisational requirements.
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