Job Description
Mission/ Core purpose of the Job:
- To ensure that the administration requirements for the Supply Chain Departments are managed efficiently and effectively.
Responsibilities
Context:
- Highly dynamic and fluctuating Telecommunications industry
- Within the legal, regulatory and commercial environment of South Africa
- Fast moving industry
- Context changes in terms of technology advancements
- Operate within the Commercial Operations environment within MTN
- Operate within the Telecommunications environment
- Characterized by high levels of operational pressure and deadlines
- MTN environment currently characterized by automation of processes of procedures
Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)
Key Tasks:
Administration
- Generation of Oracle Requisitions, monthly expenditure audits and purchase orders for departmental cost centres
- Ensuring that invoices are co-ordinated, namely: logging invoices on to manageable spreadsheets, ensuring that invoices are received, correctly distributed for approval and payments made on time and accurately
- Ordering and distribution of stationary and any other office supplies that are required for day to day use for the department
- Co-ordinate and administer the SIM requests, canteen cards, credit notes and other company books and documents
- Co-ordinate and administer divisional claims, expenditure and financial requests as submitted by management
- Co-ordinate and administer document approval for the General Manager via Adobe Sign, Oracle, or any other required system
- Distribution of general correspondence, filing and general office administration for management
- Involvement in strategic meetings (minutes), projects and business plans from a recording perspective
- Managing and updating Organograms for their respective departments
- Assist with ISO requirements in terms of content management and any websites/folders that are required
Customer Service
- Transfer of escalated customer queries to the relevant manager / supervisor to ensure resolution thereof
- Maintain relationships with partners and suppliers
Coordination
- Effective facilitation and coordination of meetings, workshops etc. and taking minutes of proceedings
- Making travel arrangements, bookings, etc for division
- Co-ordination of function arrangements related to division
- Liaison with key vendors, suppliers, customers to facilitate meetings, payment follow-ups etc.
- Coordinate rewards and recognition process, including maintaining database, arranging gifts, functions, requisitions, etc.
- Manage diary for General Manager
- Handle all incoming calls, and transfer or take messages where required
Supervisory / Leadership / Managerial Complexity:
Role Complexity:
- Attend regular staff meetings and management meetings
- Assist in compiling information required for the monthly Warehouse report
- Understand all relevant Service Level Agreements
- Lateral Dimensions: These indicate the areas where the individuals could contribute uniquely in addition to the indicated duties, as
- well as how they could be affected by others or circumstances not necessarily under their control.
Creativities (improvement/innovation inherent):
- Recommend innovative solutions to enhance the performance of the Retail Channels function
- Encourage continuous service improvement
- Innovation in arrangement of functions and events
- Give inputs in process and system improvements
Vulnerabilities (control span)
- Late processing of invoices and receipt of invoices, payments, etc.
- Late delivery of month end data for report compilation
- Unavailability of key signatories
- Unavailability of key resources for events / meetings, etc.
- Incorrect, incomplete or late submission of information or documentation
- Dependent on other departmental processes, such as procurement
Collaboration: Refers to formal and informal relationships
- Responsibility towards:
- Direct reports: None
- Matrix reports: None
- Key customers: General Manager, Senior Managers, Line managers, Supervisors, Staff and External Customers
- Key suppliers: External preferred vendors, Agencies
- Relations, etc.: Cross-functional departments
Discretionary Space: The degree to which individuals are allowed to exercise independent thought and judgement.
- Independent thought and Judgment:
- Objectives set for the unit
- Timeous and effective query co-ordination and feedback
- Arrangement of functions, events, etc.
- Discretion where required
Authorities:
- Management of confidential documentation and issues
- Access to agreed and stipulated information and documentation as specified by management
- Access to requisite systems to perform function as detailed
Qualifications
Minimum Requirements
Education:
- Matric
- Diploma in Office Administration would be an advantage
GLOBAL EXPERIENCE STANDARDS
- Minimum of 2 years’ experience in an area of specialisation; with experience in working with others
- Experience working in a small to medium organization
Training:
- Business Etiquette
- Office Business Package - Excel Advanced, Windows, Word, PowerPoint
- Customer service
- Telephonic skills
- Oracle Financial Module
- Business writing
Competencies
Head - Big Picture Focus
- Solution Provider - Executes task in relation to tactical plans
- Problem Solver - Learns from others and draws on past experience to solve challenges
- Quality Enabler - Executes on commercial practices and identifies areas of continuous improvement (MTN Value
Heart – Emotionally Intelligent
- Culture and Change Champion - Role models practices by living the MTN values and vital behaviours
- Caring People Employee - Is self-aware and takes accountability own personal development to realise full potential (MTN Value)
- Relationship Manager - Champions the MTN brand (MTN Value)
Hands – Results Focused
- Results Achiever - Delivers individual results and support team objective (MTN Value)
- Operationally Astute - Organises work to deliver on daily priorities and plans
General working conditions/ Inherent requirements/ Tools of trade (e.g. shift work, drivers license (code), vehicle (make) specific tools (e.g. dial in facility, special cell phone, etc), special clothing, environmental requirements, etc.)
- Standard working conditions
KPA Quality Standards/ Measures (KPI'S for job)
Key Tasks:
- Administrative Tasks: Accuracy and Timeliness
- Follow – Up and successful completion on queries and customer concerns
- Adherence to confidentiality and business ethic’s
- Compliance to financial policies and standards
- Compilation of management reports and minutes timeously and accurately
Apply Before: 07/23/2025
Gmail
Yahoomail