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Visa Inc. is a global payments technology company that connects consumers, businesses, financial institutions and governments in more than 200 countries and territories, enabling them to use digital currency instead of cash and checks.
Job Title: Office Manager
To provide a high level administrative support service to the Lagos office.
To undertake specific projects and activities as requested by the country Manager and office team.
Ensure a good flow of communication and excellent secretarial support is provided for the Country Manager
Organize and coordinate meetings
Organize agendas, briefing papers and any preparatory paper work
Handle expense claims
Forward planning of itineraries and travel schedules to make certain timings and trips are feasible
Ensure all administrative tasks meet all compliance standards.
Organisation of the daily schedules to ensure the most effective use of time. Ensure all internal and external meeting requirements are met.
Provide documents and files for meetings.
Support with general administration, distributing mail and setting up PO's
Compile pre-meeting briefing notes
Compile monthly business reports sales and revenue
Take and share meeting minutes, actions
Compile WA contribution to company monthly newsletter for Visa SSA.
Ensure that all office events are fully supported from an administrative and liaison perspective, including Regional Meetings, Management Meetings, Road shows, Advisors Meetings, Member events etc.
Primary responsibility for the maintenance of all office facilities. To ensure that the most efficient use of departmental budgets. Responsibility for procurement, maintenance and replacement for the office equipment and supplies.
Ensure that the Lagos Office Operating, Business Conduct, Quality, Health & Safety and Business Resumption Procedures and Policies are adhered to and reviewed in accordance with Visa policy.
To provide necessary financial, HR and administration reporting for Visa CEMEA.
To undertake responsibility for ensuring facilities and associated infrastructure including all office equipment, stationery and computer services including day-to-day budgetary accountability.
To be responsible for a range of accounting tasks for the Lagos office ensuring compliance with local legislation, authorities and regulators and providing appropriate reports.
Liaise with Avis and G4S to ensure transfers with appropriate security support are in place
May support, as required by Country manager, on any Business development activities
To ensure the integrity of Member records or other records kept by the Lagos Regional office. To become skilled in using the CRM Tool, Pivotal and support the Relationship Management staff in reports, queries and updates.
Manage daily tasks such as maintaining and updating members contact lists, mailing out relevant information to members and organization of Market visits agenda, meetings, appointments
Provide periodical reports Weekly, Monthly or quarterly as agreed with Management
Travel & Immigration
Book and co-ordinate travel arrangements within tight deadlines
Compile itineraries and liaise with regional offices to ensure business trips run smoothly.
Reserving flights and hotels all per Visa T&E policy and other compliance policies
Organising entry visas for travel and immigration
Actively contribute to the effectiveness of the team by supporting and co-operating with colleagues and providing cover during period of absence.
The flexibility to liaise with various functions both within Visa and externally to deliver ad hoc project
Demonstrated experience in a similar role
Strong administration and analytical skills
Experience working in a multinational organisation.
Self-motivated and able to use own initiative
Creative problem solver
Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
Ability to recognize potential issues as they arise and escalate appropriately
Excellent organisation skills, time management
Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders
Multicultural sensitivity and excellent interpersonal skills are essential including the ability to work effectively as part of a team
Great team player, collaborator
Exceptional communication skills in person, over email, telephone etc.
Must be proactive and solution oriented, looking for ways to add value and assist the team
Demonstrated ability to multi-task and prioritize work with a strong attention to detail
Ability to multi-task and able to work with minimal supervision
Intuitive and not afraid to challenge
System savvy: Oracle, etc
Superb diary management
Good knowledge of Visa systems and products
Strong PC skills and high proficiency with Microsoft Office Suite products Excel, , Outlook, Word, and PowerPoint