PURPOSE
To provide administrative and secretarial support to the office of the General Manager, as a key liaison point for internal and external stakeholders so that the activities of the General Manager are coordinated efficiently and professionally. The incumbent reports to the General Manager.
KEY RESPONSIBILITIES
1. Administration and Correspondence
- Serve as the liaison point between the General Manager and all internal and external stakeholders with the appropriate urgency and insight into priorities.
- Screen and prioritise correspondence received; respond to requests for information as circumstances require.
- Follow up with internal stakeholders on the resolution of queries, as necessary.
- Maintain good and productive relationships with other Internal Departments and External stakeholders.
- Manage and maintain the day-to-day diary for the GM, achieving a balance in terms of time allocation for internal and external meetings and the demands of the organisation.
- Provide feedback to relevant stakeholders on documentation requiring authorisation by the CEO.
- Make practical local and international business travel arrangements for the GM and any associates by organising visa’s, aeroplane tickets and accommodation as required.
- Organise and claim per diem as required based on GM’s expenses, balancing their expense account and claiming for appropriate overspend.
2. Meetings
- Finalise drafted minutes and submit to the CEO for approval; distribute to the relevant team members alerting them to their action items and follow-up on completion.
- Coordinate venue requirements, ensuring that CEO’s meetings take priority; meet logistical pre-requisites i.e., catering, meeting packs etc. are met.
- Prepare agendas and take minutes during specified meetings, reflecting a complete record in compliance with procedural requirements.
- Distribute minutes of meetings to affected parties within agreed time frames, effect change requests upon receipt.
- Track documents, actions, queries and requests, and respond appropriately.
3. Resource Management
- Determine stationery and refreshments needs within own area of responsibility and order as is required.
- Request required assets and resources for the fulfilment of work duties and ensure that all equipment is operational.
4. Stakeholder Relations
- Determine stationery and refreshments needs within own area of responsibility and order as is required.
- Request required assets and resources for the fulfilment of work duties and ensure that all equipment is operational
QUALIFICATIONS AND EXPERIENCE
Diploma in Secretarial Studies.
Minimum three (3) years’ experience in a similar role.
TERM OF CONTRACT
Permanent and Pensionable terms of employment.
REMUNERATION AND BENEFITS
The Corporation offers a competitive remuneration package for the position.
HOW TO APPLY
Interested, suitably qualified and experienced candidates should email their applications accompanied by educational certificates and transcripts in PDF FORMAT ONLY to [email protected]. Job title must be used as the subject heading. Closing date is Friday, 20th May 2022 at 17:00.
To apply, candidates MUST download and fill the attached application form.
Disclaimer: Only short-listed applicants will be contacted. The Corporation reserves a right to appoint suitable candidates that meet application requirements. No late applications will be accepted. Applications which do not comply with the above will not be considered.