The Administrative Assistant is responsible for all the day-to-day administrative duties of The Urban Group of Companies. Responsibilities include Human Resource, Accounting/Treasury Functions, Inventory, Payroll Functions and assisting with day-to-day store operations.

• Prepare and email weekly payment schedule


• Review and File Vat Returns before due date on Monthly basis


• Prepare and file NIS & PAYE reports before deadline on monthly basis


• Updating, maintaining, and reconcile payables ledger - Local & OS Supplier


• Update, Maintain, Reconcile Receivables Leger, follow up on Payments when due


• Organize, prepare and request relevant reports for bank and any other entities when needed periodically


• Verification of time sheets for part time and full time employees


• Verify and prepare deduction report for lateness, absent days, loans, advances, medical days, cashier shortage, any other as need arise


• Verify and prepare report on all overtime worked base on management approval for payroll processing


• Posting of all payroll data accurately in payroll software


• Update & maintain all employee records, ensure all personnel documents submitted e.g ID, Certificates, TIN, NIS


• Prepare and issue all new recruits & current employee’s contracts, TOR, Job Letters, Salary Increase letters, promotions, confirmation etc


• Prepare & Issue of all disciplinary letters, termination letters, resignation acceptance, final salary as needed as per management request


• Update and maintain accurate leave records for all employees


• Report to Human Resources Manager on employee lateness, sick leave medicals, absence and address accordingly


• Track employees probation duration, reminder supervisors to conduct evaluations for confirmation, extension or termination


• Conduct independent reference checks for successful applicants, provide report to human resource manager for further action


• Schedule weekly supervisor meeting, prepare agenda & minutes, follow on any pending task


• Prepare new and update current company policies, memo's & SOPs as required


• Verify all local orders against invoices, prepare inventory sheets with UPC codes/generic codes to enter via PO


• Preparations of all check off sheets and ensuring all sheets is ready before any OS shipment arrives, request UPC & product images from suppliers


• Entering all Local & OS Purchases via purchase order ( qty only for repeated & new items).


• Email all relevant documents to brokers to process shipments, follow through up status, organize all relevant payments to clearance


• Ensure standard company documents and agreements are renewed when due - Rates & Tax, Business Registration, MCG Agreements, GNBS Licence, etc


• Meet with the Store operations manager on a weekly basis, schedule stock counts and prepare all stock count sheets


• Supervise & review all task assigned to Admin Assistant as needed


• Any other task assigned from time to time.

Job Requirements

• At least five (5) subjects CXC, inclusive of Grades 1 to 3 in Mathematics, English and Accounts


• Certificate in Accounting/Finance would be an asset.


• Additional qualification as an administrative assistant will be a plus.


• Competency in MS Office, databases and accounting software.


• At least three (3) years’ experience in similar position.

Essential Skills:
• Knowledge of QuickBooks System
• Attention to detail and Strong Problem-Solving Skills
• Ability to work independently and without constant supervision
• Time Management Skills and ability to prioritize work
• Strong Organizational skills with ability to multi-task
• Good Oral and Written Communication Skills
• Supervisory Skills