- The Secretary will provide administrative, secretarial and financial documentation support to the PrintShop, ensuring effective record-keeping, job tracking, production reporting and inventory management.
- The successful candidate will maintain accurate production and financial records, monitor printing jobs, document payment requests, track inventory and follow up on material requests, machine repairs and other administrative requirements.
- The position requires strong organisational and numerical skills, preferably with an academic or professional background in Finance or Accounting.
- The Secretary will report directly to the Printshop Supervisor and work under the Supervisor's direction and supervision.
Duties and Responsibilities
- Record and track all jobs received, ongoing, completed and pending.
- Maintain daily production records and prepare periodic reports.
- Monitor material requests, machine repairs, maintenance and pending approvals.
- Prepare payment requests and maintain supporting financial documentation.
- Maintain records of invoices, quotations, delivery notes, expenses and approvals.
- Document external jobs, customer orders, job costs and payments.
- Conduct regular stock-taking and maintain accurate inventory records of printing materials and supplies.
- Monitor stock levels and report replenishment needs to the PrintShop Supervisor.
- Follow up with Finance, Procurement, HR and Maintenance on administrative matters as directed.
- Maintain an organised filing system for all PrintShop records.
- Perform other administrative duties assigned by the PrintShop Supervisor.
- OND, HND or Bachelor's Degree in Accounting, Finance, Business Administration or a related discipline.
- A background in Finance or Accounting will be an added advantage.
- Previous experience in an administrative, secretarial or finance role; printing or production experience will be an advantage.
- Basic knowledge of financial documentation, including invoices, quotations, payment requests and expenditure records.
- Proficiency in Microsoft Word and Excel.
- Good record-keeping, reporting, numerical and organisational skills.
- Strong communication skills and the ability to work under supervision, maintain confidentiality and meet deadlines.
Key skills, attributes & ethics:
- Strong attention to detail and numerical accuracy.
- Excellent organisational and time-management skills.
- Good communication and interpersonal abilities.
- High level of honesty, integrity and accountability.
- Ability to handle confidential information professionally.
- Strong sense of responsibility, discipline and initiative.
- Ability to manage multiple tasks and work effectively under supervision.
Reporting and Supervisory Structure:
- The Secretary will report directly to the PrintShop Supervisor.
- All reports, job updates, material requests and payment documents must be submitted to the Supervisor for review and necessary action.
- The Secretary cannot independently approve expenditure, issue production instructions or make operational decisions without authorisation.
- All interdepartmental communication must follow the directives of the Printshop Supervisor.