South African Tourism markets South Africa's scenic beauty, diverse wildlife, kaleidoscope of cultures and heritages, the great outdoors, sport and adventure opportunities, eco-tourism and conference facilities.
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Business Unit Administrative Coordinator: Office of the Chief Operations Officer
Provide administrative support to the Chief Operations Officer
Support cross-functional business teams on ad hoc tasks and projects and align roles and responsibilities as projects arise
Plan and prepare business unit meetings, this includes agenda planning and recording of minutes.
To monitor follow up action taken after the meetings and maintain a rolling agenda.
Co-ordinate logistics for boardroom bookings, video and teleconference bookings, google hangout and skype as required.
Provide support to the business unit with document preparation, format and layout of reports and presentations.
Create an efficient filing system for the business unit to ensure ease retrieval of information and document by business unit members
Organise all aspects of travel for the business unit including hotel accommodation, car hire and visas for international travel.
Arrange detailed travel plans and itineraries, compiling all relevant documents.
Coordinate the business unit planning process logistics
Track business unit performance in line with Business plans
Track business unit audit register in conjunction with Corporate Governance
Manage the business unit Stakeholder database and monitor engagement plan
Develop detailed business unit monthly, quarterly and annual reports as per set standards and requirements, legislation and regulations
Prepare and monitor budget by gathering and organizing financial information for the business unit and keep the business unit advised of significant deviations.
Prepare and process purchase requisitions on the Oracle system, i.e. invoices, stationery travel requisitions and supplier information.
Follow up on the procurement processes and ensure that payments are made within the approved business unit budget.
Partner with HR to coordinate Human Capital related functions within respective business unit
Develop business unit calendar to coordinate workflow and meetings.
MINIMUM QUALIFICATIONS AND EXPERIENCE
Diploma or equivalent qualifications in Business Administration or Office Management
8 - 10 or more years in support and administrative or office management experience.
Experience working in an executive office is a prerequisite
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