Administrator: Knowledge Management at ATNS

Job description

• Knowledge Management Administration and Support - Schedule and coordinate meetings and appointments. Prepare agendas and take minutes during meetings. Take minutes at meetings when required and transcribe minutes. Coordinate and liaise with the travel office regarding all Knowledge Management team travel. Keep accurate records of travel expenses for the department and update the spreadsheet in respect of all travel, i.e. flights, accommodation, and car hire. Assist in safeguarding the integrity and confidentiality of files and information. Order, distribute, and control stationary as per the policy. Assist with the onboarding of new employees, ensuring they have the necessary resources, information, and tools of trade. Administer the Knowledge Management SharePoint and all other repositories (content, documents, and records) to ensure easy access, and retrievability. Assist with conducting regular Knowledge Management system audits to ensure optimal performance and compliance. Maintain and update Knowledge Management policies and procedures. . Proficient in the implementation of ISO procedures as per the Quality Manual. Follow up on outstanding CIRs for the department. Assist with the content and knowledge of lifecycle processes, including creation, storage, retrieval, and disposal of documents. Administer the Authorized Users Database, KM key contacts, and stakeholders databases. Coordinate stationery requests from the offsite storage and the stations including ATA and Bruma. Coordinate and assist in the implementation of ad-hoc small projects as required. Ordering catering and refreshments for project-related activities and raising requisitions, booking meeting rooms and venues for project-related activities. Arrange strategy workshops for the team, as well as farewell gatherings and other activities/events. Ensure that ISO training is attended by all in Knowledge Management and that everyone is certificated accordingly, also for audit purposes
• Processing of Financial Documentation - Assist with Knowledge Management budgeting procedures. Administer purchase orders, payments, and service providers' invoices. Process invoices, receipts, and other financial documentation. Administer the Knowledge Management subscriptions, databases, and memberships by keeping up-to-date records of payments and renewals
• Communication - Assist with all inquiries and requests for information from both internal and external parties. Coordinate communication to all employees with the Corporate Communications department. Assist with the coordination of the Brown Bag sessions, training, and awareness including the Knowledge Week (Library Week) to create awareness around the importance of knowledge sharing. Maintain sound relationships with key Knowledge Management stakeholders

Minimum requirements

• At least two years’ proven experience as an administrator, administrative assistant, or related role
• Experience in Library Systems is an advantage
• Certificate in Business Administration or related qualification