Job Description

JOB PURPOSE

To provide a wide range of administrative and general support duties to a division and management

KEY PERFORMANCE AREAS

Internal/external Stakeholders Coordination and Administration

Liaise with and maintain effective working relationships with internal and external stakeholders, including support to stakeholder relationship management and report and follow up on feedback. Address queries from both internal and external stakeholders within the area of responsibility and ensure consistent responses to or routing of queries from internal/external stakeholders to ensure effective support to them and to the FIC Assist with the organisation of conferences, workshop and other events on behalf the division/s / Ensure that the venue's for the meetings/conferences/workshops are booked (internal/external), together with refreshments, parking and ICT equipment arrangements. Prepare and timely submission/updating of information for meetings / interactions and recording thereof. Plan, manage and coordinate and follow-up actions following from meetings/conferences/workshops and other events. Report on all outstanding action-items, issues/implications arising from meetings that require attention.

Office administration

Provide general administrative functions. Offer basic technical assistance to support the office information technology and logistical needs relevant to provincial offices. Ensure that all office equipment is in working order at all times / report faults for corrective action.
Maintain filing system in compliance with Record Management policy. Deal with post, faxes and internal and external e-mail enquiries. Draft and send standard correspondence. Scan, photocopy and collate papers and mailings. Arrang documents to be scanned /printed/bulk printing arrangements. Timely monitoring of stock of basic items, for example stationery, paper, toner etc and ordering / storing stationery, books, equipment, and other items in line with FIC policies Support asset management interactions (allocation, movement, and verification), Liaise with suppliers and maintain professional relationships externally and ensure timely interactions to support contractual renewals and updates. Follow up on staff learning and development /training interventions. Perform general administrative support, secretarial functions, including drafting and typing letters, memos and other documents and feedback into relevant meetings. Effective and timely administrative support in the capturing and processing of stakeholder requests and the acknowledgement thereof as well as updating and finalisation of matters on electronic systems. Timely dissemination of information/reports upon request; Assist in the accurate updating, reporting and maintenance of statistical records as per stakeholders'/clients' expectations and as per timelines. Facilitate and arrange memberships & conference and training attendance. Update and maintain internal databases, e.g., authorised officer database and associated correspondence. Allocate, monitor and feedback on divisional budget and procurement processes / budget management and utilisation aligned with policy. Effective financial/budget and asset and contract support / management as well as recordkeeping of financial related document Arrang travel and hotel accommodation in line with FIC policies ensuring effective administration of travel requirements.

General

Assist with onboarding of new staff / orientate and train employees on administrative processes. Provide professional support and advice to support the division/FIC if required. Assign work to other support staff and provide input to their performance. Assign and monitor clerical and secretarial functions and ad hoc task allocated. Coordinate implementation of company's health and safety policy / risk related actions in the division / Liaise with other stakeholders when required. Provide input to organizational initiatives/ projects relevant to division. Update contracting, supervision, and assistance with performance evaluation of subordinate as well as coaching/mentoring. Perform any other duties as and when required / general admin support.

EDUCATION, SKILLS AND EXPERIENCE

Diploma plus minimum of 5 years relevant experience Well organized, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position. Demonstrated attention to detail and strong administrative skills Proactive and professional with the ability to multi-task. * Computer literacy - standard to advanced computer literacy (word and excel)