• The responsibility of the Coordinator CEO’s Office is to support the Bayobab MD/CEO and the rest of the team with a variety of administrative and coordinative support services whilst contributing to the smooth operation of the MD/CEO’s office.
• The nature of support will include, but is not limited to event/meeting planning, expense processing, proactively managing the assigned executive’s calendar/itinerary, internal communications, travel and logistics arrangements, administrative organisation for internal and external activities, stakeholder management, monitoring administrative projects, document controller responsibilities etc…
• The Coordinator CEO’s Office will support and coordinate with the marketing team for Bayobab marketing activities.
• The Coordinator CEO’s Office reports to the: MD/CEO Global Connect Office.

Responsibilities

• Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA’s).

Key Deliverables
The Coordinator CEO’s Office will be accountable to achieve the following objectives:

Diary and Calendar management, scheduling, and prioritization for the Bayobab CEO Office:

• Enable the Bayobab Chiefs to balance their responsibilities and maximise their effectiveness.
• Assess the urgency and importance of situations/ scenarios and take the appropriate action to determine the necessary level of Bayobab Executive involvement.
• Set up and manage ad-hoc meetings for day-to-day operational requirements.
• Coordinate and assist with travel arrangements (flights, accommodation, transports, agendas, and all other logistics required to optimise the effectiveness of all people travelling
• Act as the point of contact to the CEO, handling and distributing confidential mails, telephone calls, faxes, etc.
• Co-ordinate and manage the CEO’s calendar, travel arrangements and schedules, negotiating potential conflicts and determining feasible alternatives.

Administration:

• Responsible for all core and ad-hoc functional administrative tasks for the GC Chiefs/SMs/respective allocated function
• Assist in scheduling, coordinating, and organizing periodic functional meetings for the GC Chiefs/SMs/respective allocated function.
• Ensure all relevant information is available and handy before any meetings, meeting rooms are booked and well equipped for the meetings.
• Manage the ordering, receiving and management of office supplies and stationery, catering and courier requests, and coordination with vendors as needed.
• Arrange, coordinate, and provide on-ground support for multi-party events and meetings as applicable (involving Opcos/visitors etc.)
• Develop and maintain an efficient documentation and filing (electronic and hard) process.
• Focus on project delivery (start to finish) & implementation.
• Follow up on minute actions, coordinate responses and escalate where required.
• Efficient self-supervision to ensure smooth running of the MD/CEO’s office.
• Act as document controller – entails having a clear understanding of key organisational Processes, Policies and Procedures and knowledge about accessibility/storage.
• Perform a diversity of secretarial and administrative support activities including composing memos and correspondences, compiling reports, creation of spreadsheets and manipulation of spreadsheet data.

Finance coordination and support:

• Support the Purchase Requisitions for all Bayobab related purchases (project related, marketing, lifestyle benefit, travel bookings), proactively ensuring approvals are received in a timely manner, and costs monitored.
• Manage the completion, submission & following up of invoices and expense claims/advance.
• Coordinate the organization of social events connected to the CEO’s office.  This includes preparing cost estimates, managing the budgets, and coordinating all activities for the success of the programme.
• Assist in the development of and management of CEO’s budget (MOM/YOY).

Communication:

• Draft internal comms related to Bayobab business achievements.
• Prepare and draft critical correspondence, presentations, reports, and spreadsheets with attention to detail.
• Acts as the public relations representative for Bayobab
• Support Bayobab marketing activities with the marketing team.

Strategic document and content creation:

• Create high-level documents translating business needs into functional presentations.
• Create content and analysis to support strategic intent.
• Create and maintain benchmarks to better understand and improve areas of Bayobab.
• Assist and support and provide input and by conducting reviews on materials, presentations, and communications.
• Analyse, gather, and summarize business and market information.
• Collate relevant activity reports from the different units within the assigned department for the CEO’s review.
• Develop presentations required by the CEO and coordinate compilation of this with inputs from various stakeholders).

Role Dependencies:

• Active support from the Bayobab Chiefs and General Managers
• Deep understanding of the Bayobab business strategy
• Deep understanding of Bayobab marketing strategy and needs
• Management of senior stakeholders.

Qualifications
Job Requirements (Education, Experience, Competencies and Working Conditions):

Education:

• First Degree in any related discipline
• Fluent in English (other languages an advantage)

Experience:

• 3-5 years of Administrative Experience
• Work across diverse cultures and geographies
• Proven track record of execution and managing competing tasks and demands.

Competencies/Skills:

• Strong work ethic, Finisher-Completer, Self-starter
• Business Acumen, Problem Solving, Information processing/management, Influencing others.
• Data interpretation, Judgement, Continuous improvement, Reporting/Analytics, Summarising
• Poise, tact, and diplomacy
• Get it done, Communication, Innovative, Agile, Accountable
• Attention to detail, Prioritization.
• Logistics management, Inventory management, data management
• Computer & Information technology appreciation
• General administration, planning & organising, event management, Stakeholder management (Internal & External)

General working condition:

• Normal MTN working conditions.
• Maybe required to work extended hours.