Communications & Department Assistant

A Departmental Coordination Operations

• 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 off‑sites.

• Track the progress of active communications projects and campaigns, flagging delays and maintaining updated status reports.
• Maintain a centralised project tracker covering all active work streams across the department and external agencies.
• Coordinate with agency partners on deliverable timelines, submission schedules, and approval workflows.
• Assist in preparing project briefs, presentations, and internal updates for the Director's review.
• Support the planning and logistical coordination of departmental events, press activities, and institutional programmes.

• 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 the 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 elevate risks or variances to the Director in a timely manner.
• Prepare KPI dashboards, scorecard summaries, and performance…