Administrator - CXO Commercial Operations SA at MTN

JOB DESCRIPTION

• To provide daily administrative support to the General Manager, Senior Managers and CXO Administration and Communications team
• Improved accuracy and attention to detail 
• Improved quality of support and service provided to business unit 
• Improved efficiency and effectiveness with handling queries and resolving problems 
• Improved processing and receipt of invoices in the business unit 
• Enhanced prioritization and co-ordination of work activities

RESPONSIBILITIES
Logistical & Administrative Support 

• Serve as a central communication point for departmental information (i.e. scheduling of meetings and dissemination of information) 
• Monitor all stakeholder engagements, follow-up, and record closure on engagements 
• Collate submissions for Meetings and prepare meeting packs 
• Facilitate the booking of meeting venues and arrange any logistical requirements (e.g., dietary requirements, catering, invoicing, accommodation, etc.) at any of the facilities 
• Dispatch meeting packs and ensure the delivery thereof to internal and external stakeholders 
• Process all stakeholder requests to the Leadership team according to protocol and policy/procedure 
• Administer all business travel and accommodation as required for General Managers Document 

Filing & Maintenance 

• Ensure that the minutes of meetings are filed in the shared drive 
• Ensure that documented submissions are in place and filed for future reference 
• Maintain and create an efficient and user-friendly filing system 
• Create and update files within the administration system as needed and file documents correctly 
• Track daily activities of the CXSO and provide progress updates to the Leadership team 
• File all incoming correspondences after taking relevant action or instructions 
• Keep distribution lists updated monthly (i.e. resignations, onboardings) 
• Arrange events end to end with insights and directions from leadership team 

Financial Support 

• Prepare and monitor all expenditure requisitions, and general requisitions on Oracle (creation – recon process) 
• Ensure sufficient supplies in stationery and general office requirements 
• Provide general administration support database management, record keeping, filing, etc.) to the BU within scope of control 
• Give insights around budget requirements in OPEX meetings 
• Monitor encumbrance in OPEX reports, continuously and report all variances to Management and Finance 
• Monthly supplier account recons 
• Ensure timeous Supplier payments in accordance to contractual obligations and MTN Policies 
• Enlist assistance of finance to complete monthly accruals and projections 
• Track open Purchase Orders, monthly and ensure closures are executed with support from buyers 
• Record and track all contracts in CXSO and highlight expiry dates to leadership 6 months in advance 

People & Culture 

• With input from leader, create personal development plans
• Ensure understanding and alignment of own KPAS and KPIs 
• Take ownership of own performance and identify training needs. Have performance discussions with leader 
• Act as an ambassador for the team by living the Brand values and vital behaviours and changing and influencing employees’ behaviour 
• Make the environment the best place to work. Foster professionalism, loyalty and commitment to the organization. Build the Company’s brand to be the employer of first choice

QUALIFICATIONS

• Grade 12 
• Diploma in Office Administration/ Secretarial Administration
• Minimum of 2 years’ experience in Office administration 
• Experience working in a small to medium organisation
• Fluent in English 
• Strong organsational skills 
• Attention to detail 
• Proficient in MS Office 
• Customer service skills