Current Jobs in Port Harcourt at Rainbow Foundation, October 2013

Rainbow Foundation is recruiting to fill the vacant position of:

Job Title: Executive Assistant
Location: Port Harcourt, Rivers
Job Description:

• Assist President & CEO with all aspects of company operation, communication and calendar.
• Organize schedules, travel plans, and communications to maximize effectiveness of executive’s time and equally maintains executive’s calendar.
• Provides contact information on relevant individuals for the excutive
• Reads, researches and routes mail and briefs executive on important content to conserve executive’s time.
• Drafts, proofreads and edits letters, memos and other documents in executive letter format and letterhead.
• Upon request, attends meetings on executive’s behalf and provides meeting notes to executive.
• Pick up or arranges for food and supplies as necessary.
• Provide executive with summary of details of itinerary prior to travel.
• Maintains and organizes and holds copies of all executive correspondence.
• Prepares and submits executive’s Business Expense Reports.
• Enters meetings, appointment, conferences, travel dates, and other relevant events for the executive’s calendar and alert executive of approaching deadlines or follow up reminders to any pending projects or deliverables.
• Provides information to others regarding executive’s schedule, as necessary.
• Handles phone calls, e-mails, and in-person issues for the executive
• Screens, and routes or provides answers to enquiries to minimize demands on executive.
• Acts as primary contact between executive and people within and outside of the company.
• Assist other members of Senior Management, as needed.

• Must have a BSC in any field but preferably secretarial Administration or any management degree course.
• Must have atleast 3 years experience in similar role.

• Develop logistical plans for the Group’s operations
• Develop logistics contingency plans
• Develop and implement methodologies and tools to enable effective execution of logistic plans for the Group’s operations
• Formulate the Group’s logistics and distribution’ Standard Operating Procedures
• Manage logistics operations, including, equipment, material and personnel
• Ensure timely, accountable and cost-effective delivery of equipment, material and personnel
• Coordinate and provide logistics support to air and land operations
• Negotiate transportation rates or services.
• Coordinate logistics activities with communications, programmes, finance and administrative units
• Develop and implement logistics support policy, procedures and methodologies to the benefit of the Group’s operations
• Prepare reports on personnel and material movements and other operational logistics issues
• Identify, plan and manage special logistics operations
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained
• Prepare logistics preparedness review
• Perform other related duties as may be assigned.

• Developing proposals for partnerships and researching potential funding for the company’s programs
• Developing strategies and setting goals to hit fundraising targets
• Generating increased income for the WBC project from existing sources or relationships
• Providing market intelligence and information on the UNESCO Port Harcourt World Book Capital 2014 project
• Exploring avenues to disseminate information about Port Harcourt World Book to grassroot stakeholders
• Maintaining and expanding the Rainbow Foundation’s network with the arts and literary community
• Establish links with other local, international and multilateral organisations with primary focus on arts and education.

• Proactively managing the vendor relationship interface in a service environment, performing a key role as both vendor liaison and advocate.
• Assist in maintaining and improving the vendor management framework and stakeholder engagement strategy ensuring consistent application of vendor registration, standard operating systems, policies and procedures.
• Relationship management including the development and implementation of effective communication frameworks and mechanisms for the dissemination of vital information and compliance monitoring.
• Participate in the preparation and implementation of relevant vendor and/or client agreements ensuring agreements with the vendors / suppliers are advantageous.
• Act as first point of contact for vendor management issues.
• Provide vendor management advice and support to the various teams, ensuring a high level of service is provided by vendors.
• Complete the administration requirements of the role such as vendor related orders, procurement, billing and reporting responsibilities are actioned.
• Prepare advice, reports, policy papers and submissions on approval of vendor registrations.

• Collaborate with admin department and ensure efficient flow of all supplies and manage inventory of all products on monthly and annual basis.
• Identify and deliver various raw materials for all units and perform quality checks according to company policies and procedures.
• Maintain inventory control and evaluate all data for all inventory.
• Perform regular quality checks on all vendor supplies and maintain record of all receipts.
• Monitor and validate all inventories, perform cycle count of all products and perform monthly short dated checks.
• Maintain accuracy of all counts and ensure authenticity of all information.
• Maintain log of all records and update all requisitions to ensure efficient cost transfers.
• Assist to maintain stock at appropriate location in warehouse and rotate stock to remove all old stock.
• Prepare spreadsheet for all shipments and maintain appropriate documents for all warehouse equipments.