Administrator (QRM) at Mazars

Duties and Responsibilities

General administration:

• Assisting QRM team with ad-hoc general administration, as and when required
• Arranging team events where applicable, including venue setup and refreshments (e.g. strategy day, team building)
• Stationary requirements within team
• Maintaining contact lists for all QRM mailboxes and Email groups (including Africa Region)
• QRM newsletter formatting and circulation

Communication:

• Responsible for the administration of the Risk mailbox and ensuring all emails and requests are attended to daily (function to be performed on a rotational basis)
• Distribution of all communications (PING/PONG/INFO/TOOL/etc.) locally and internationally
• Sending out consultation requests for allocation to individuals and following up that consultations have been addressed. 

Meetings: 

• Scheduling of meetings and managing responses to meeting invites (following up timeously).
• Booking and preparation of venue (including provision of refreshments) and controlling interruptions during meetings.
• Preparing agenda and keeping minutes (when required) and circulating minutes timeously after meetings.

Travel arrangements (local and international):

• Making travel arrangements (financial arrangements; flights; accommodation; transport; controlling impact of trip) and obtaining appropriate authorisation.
• Providing travel agency with travel requirements on same day and sending options to person travelling.
• Assisting with claims process, e.g. completing, and submitting expense claim forms for person who is travelling, timeously.
• Confirmation details sent to relevant parties within 24 hours and scheduling travel dates in diaries for team, including saving travel information in diaries.

Training:

• Creating training invites (and adding to National Events Calendar), monitoring registration status (and comparing to attendance on the day) and coordination with trainers and participants
• Overseeing the upload of training recordings, training material and online modules on training platform
• Preparation and issuing of certificates of completion or attendance for both trainers and participants.
• Training communication: updates on new courses released or webinars being offered, and upcoming training sessions.

Africa Quality Control:

• Sending out communications & info when requested
• Africa Monitoring Reviews: Maintaining review schedule, communicating upcoming reviews timeously with relevant parties, coordination with reviewers.

Minimum Requirements

• Grade 12 certificate (minimum)
• Associated degree advantageous
• Excellent MS Office (Word, Excel, PowerPoint)
• Meticulous attention to detail and quality orientation
• Excellent planning and organising skills.
• Knowledge of travel and accommodation arrangements (local and international)
• Skilled in diary management
• Proven track record of dealing with confidential information.
• Good at verbal and written communication
• Takes initiative and independent action; does not wait for others to take or request action.
• Appropriately follows instructions from others without unnecessarily challenging authority.
• Knowledge of office management systems
• Demonstrates commitment to the organization.