Responding to enquiries, correspondence both telephone and written directed to the Director's offices;
Assist in the analysis and preparation of reports and presentations for the Directors and any other team members within the departments;
Managing the Directors offices and calendars by scheduling meetings, organising and scheduling departmental meetings and workshops and ensuring timely distribution of meeting agendas and minutes where applicable;
Organising and coordinating all logistics for the Directors travel meetings (both local and international);
Coordinating events and /or projects by providing administrative support for all events managed by the departments;
Preparing and editing correspondence, reports, and presentations both internal and external and ensuring quality of work;
Managing induction programs and all logistics together with HR for new staff within the division;
Filing of all documents and correspondence to & from the Directors offices;
Responsible for all procurement and administrative processes for the Directors such as management of departmental stationery and managing petty cash, payments to vendors against budgetary constraints and leave plans for the department;
Manage all departmental administrative matters in the team such as budget spend;
Ensuring all costs are documented and tracked and charged back to the respective cost centres; and
Deliver on performance requirements as defined in the departments’ strategy map, balanced scorecard and Personal Scorecard.
Knowledge, experience and qualifications required:
Bachelor's degree in a business related field
4 – 6 years’ experience in a similar role
Knowledge of ERP (Oracle) system and/or experience would be an advantage
Strong computer and business solutions software skills
Strong organizational and problem solving skills
Learning and Researching: Rapidly learns new tasks and commits information to memory quickly; demonstrates an immediate understanding of newly presented information; gathers comprehensive information to support decision making at management level; learns from successes and failures and seeks colleague and customer feedback.
Working with People: Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.
Applying Expertise and Technology: Applies specialist and technical expertise; uses technology to achieve work objectives; develops job knowledge and expertise (theoretical and practical) through continual professional development; demonstrates an understanding of different organisational departments and functions.
Delivering Results and Meeting Customer Expectations: Focuses on customer needs and satisfaction; exhibits high standards for quality and quantity; monitors and maintains own quality and productivity; works in a systematic, methodical and orderly way; consistently achieves projects goals.
Following Instructions and Procedures: Follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role.
Adhering to Principles and Values: Upholds ethics and values; demonstrates integrity; accepts diversity; display individual responsibility towards the community and the environment; models the organisational values during every day interactions.