Communications & Department Assistant

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.

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.

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.

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.

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.

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.