The Administrator will be required to provide confidential and professional administrative and secretarial support to the General Manager. This role will manage the General Manager’s day to day administrative portfolio by prioritizing, co-ordinating and executing activities. This role will also provide Operations support to the General Manager

Context (Global influences, environmental / industry demands, organizational mission etc.)
MTN is entering a new phase in its lifecycle where operational and commercial excellence has become critical for success. The urgency for change has become more heightened amidst increased competitive intensity across all markets in which MTN operates. The General Manager Admin Assistant must therefore ensure the successful delivery in context of:
–    An expertise-based multicultural organisation
–    An entity listed on Johannesburg Stock Exchange and certain African Jurisdiction
–    A dynamic and evolving field of Telecommunications
–    Revolutionary workforce practices which are bringing together global labour markets
–    Management of General Manager and local shareholder expectations across MTN and its Opcos
–    Achievement of top quartile operating efficiency and effectiveness through scale and common policies and processes
–    Dynamic legal and regulatory environment
–    Convergence in markets and exploration of non-traditional revenue streams requiring complex interpretation and structuring
–    Evolving industry sector constantly presenting new challenges and opportunities to the core businesses
–    Rapid horizontal and vertical expansion of MTN, in terms of size, products, customers and geographic distribution

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA’s)
Key Deliverables
The Administrator will be accountable to deliver the following:
Operational Support & Coordination
Meeting Coordination & Administration:
–    Coordinate meetings and discussions which are hosted by the General Manager. Nature of assistance will include scheduling, agenda drafting, and support by documenting meeting packs, session time management, minutes and circulation.
–    Collation of preparatory material for the General Manager in preparing for participatory meetings
–    Participate in meetings (as required), keep record of actionable responsibilities allocated, assist in coordination and work scheduling to ensure completion

Delivering on Delegated Authorizations:
–    Based on the delegated powers authorized to the Assistant:
o    Represent the General Manager in administrative meetings
o    Review and approve expenses or POs as per thresholds
o    Provide responses or clarifications to queries that are of a standard nature
o    Periodic reporting on the General Manager of delegated powers to the General Manager

Reporting and Coordination:
–    Assist the General Manager in preparing standard template reports and communications
–    Collate & proof-read standard monthly/quarterly activity reports assigned department for the General Manager’s review
–    Provide periodic updates on Administrative budgets, expenses and variances as requested by the General Manager

Special Projects and Initiatives:
–    Provide coordination and administration support in special projects which are led and managed personally by the General Manager’s office. Activities include:
o    General on-boarding of participating teams (including various vendors/ consultants)
o    Administrative support (Visitor Management, administrative authorizations)
o    Coordinate and schedule project related meetings (related to the General Manager’s authority), record minutes of the meeting and maintain key action status

Stakeholder Coordination
–    Serve as the first and primary administrative contact and liaison of the General Manager for all Internal & External Stakeholders
–    Coordinate with stakeholders (for inbound meeting requests) to ensure necessary background information, agenda, pre-read materials and any specific pre-preparatory requirements is arranged. Briefing of General Manager in accordance to requirement
–    Liaise with internal/external stakeholders, manage communication (both verbal and written)
–    Build and maintain relationships with key stakeholders and other General Manager Assistants and Secretaries
–    Liaise with the General Managers and Executives and their respective Assistants for meetings with the General Manager
–    Assist in orientation of new hire first line reports of the General Manager. Provide an overview of the General Managers schedule, general working style, inclusion and induction into the working committee meetings and governance forums as per terms of reference, key administrative and operational guidance as required

Administrative & Secretarial Assistance
–    Manage and coordinate of day to day work schedules by ensuring appropriate prioritization and sequencing of competing demands
–    Optimize calendar schedules by identifying external patterns and recurring meetings, pre-empting and recording fixed personal and professional obligations into the calendar
–    Establish, continuously improve and follow routine procedures for administrative activities to improve timeliness and efficiency. Ensure dependent teams/individuals are on-boarded on such procedures
–    Manage and maintain document and filling systems for all records (confidential/ non-confidential) related to the reporting General Manager
–    Conserve the General Manager’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, initiating meetings
–    Assist in end to end travel and logistics management which includes – travel requisition, visa formalities, coordination of transportation and logistics arrangements with the respective departments/vendors
–    Manage and coordinate incoming emails, phone calls, physical posts, expenses, purchase orders requiring the General Manager’s approval
–    Coordinate and provide administrative & logistical support events sponsored or lead by the General Manager

Role Dependencies
–    Active support from the Reporting General Manager
–    The effectiveness and co-operation of all associated staff within the General Manager’s office
–    Timely decision making and multitasking

Job Requirements (Education, Experience and Competencies)
Education:
–    Minimum 3-year Academic Qualification
–    Certification / Diploma/ Short Courses in Management will be advantageous

Experience and Core Skills:
–    A minimum of 4-6 years proven experience in a similar role/function within a professional organisation and reporting to the CEO or General Manager equivalent role – Experience with a Telecom Organization will be advantageous
–    Ability to demonstrate a high level of confidentiality and discretion at all times
–    Strong interpersonal skills and relationship management
–    Working knowledge of Microsoft Suite and Organization Resource Systems
–    Organization & Planning
–    Administration & Secretarial
–    Knowledge of Shorthand will be advantageous