Responsibilities
The role is accountable for the following Key Performance Areas:
• Proactively manage the assigned Executive diary, and seamlessly plan his/her itinerary, schedule and meetings.
• Liaise with Finance Expenditure to ensure payments to third party suppliers in relation to expenses of the Executive office.
• Manage the day-to-day administration of the assigned Executive office and diary.
• Develop and maintain an efficient documentation and filing (electronic and hard) process.
• Cross-examine documents for Exec’s review to ensure quality control and compliance to MTN policies.
• Handle assigned Executive’s internal and external designated correspondence.
• Collate monthly activity reports from the different units within the assigned department for the exec’s review.
• Processes all requisitions for the Executive office.
• Office Management
• Coordinate the organization of social events connected to the Executive office. This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the programme.
• Local, international and personal travel arrangements for the Executive office.
• Develop and maintain an effective and efficient document filing system (both electronic and manual).
• Develop and continually improve a document tracking system.
• Managing the Information Security Forum (Agenda, Minutes, Matters arising, content submissions, scheduling)
• Travel arrangements for the entire team
• Security conference arrangements
• Tracking of the budget and payments (budget through PO through to final payment and reflecting in the GL)
• Project management
Qualifications
Education:
• A good first degree preferably in Secretarial Administration or related
Experience:
• At least three years’ experience in an administrative capacity in a reputable company.
• Experience in administrative support for a top management personnel of a reputable company, with local and international operations.
Competencies:
• Strong hands-on knowledge of Microsoft Office suite programs.
• Thorough knowledge of MTN general administration policies, including approval ceilings and jurisdiction.
• Importance of customer service orientation
• Good interpersonal relationships with different levels of management.
• Customer and service orientation.
• Maintains poise and confidence under pressure.
• Good communications skills.
• Ability to work with little or no supervision and produce excellent results.
• Excellent computer skills.
• Strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities
• Discretion. Maintaining confidentiality and exercising discretion is essential
