Purpose of Job


To organize day-to-day operations; perform various administrative tasks and provide administrative support to an assigned team.
To coordinate all administrative processes and activities to ensure the teams activities run smoothly.
To avail the provision of high-quality service to team members.


Key Accountabilities


Provide administrative support in order to optimize workflow procedures in the office.
Maintaining hard copy & electronic files and records so they remain updated and easily accessible.
Planning and co-ordination of appointments, meetings and maintain calendar.
Where applicable treat information with the utmost confidentiality.
Facilitate the workflow of manager/s and immediate team members by managing their diaries.
Liaising with colleagues and external contacts to book travel and accommodation.
Arranging both in-house and external events such as conferences, meetings, and travel reservations for office personnel.
Attends meetings, write effective meeting minutes and distribution thereof.
Supports the team with filing and administration duties.
Compose letters, memorandum, develops charts, graphs, and diagrams.
Prepare materials for workshops, conferences, meetings, duplicates/collates and distribution.
Ensures the office "building" is well maintained, reporting all deviations and follow up.
Optimize and control resources cost effectively within budget.
Ensure performance and quality of internal capabilities.
Maintains files and financial records, attendance reports, leave records, trip records and logs Proofreads and edits documents.
Logs IT and operational problems/requests on behalf of the team, and ensures that they are resolved.
Maintains databases, distribution lists and organograms for the team.
Maintains and processes forms and monitors and controls the management team leave schedules.
Co-ordinates and implements office procedures and frequently has responsibility for specific projects and tasks.
Demonstrate the ability to use technology and equipment.
Sorts and distributes incoming post and organises and sends outgoing post.
Adhere to all safety standards and procedures.
Application, adherence and compliance of legal requirements, policies, practices, standards, procedures, guidelines and methods.
Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.
Provide solutions aligned with business unit goals and values aligned legal requirements.
Manage work planning and delivery according to timelines.
Serve stakeholders through quality information, service solutions and value creation.
Provide efficient and high quality services to internal and external customers.
Apply a collaborative and consultative approach which consistently meet business needs.


Formal Education


High School / School Diploma or similar


Working Experience


Experience: 3+ relevant years