Executive Business Assistant - Human Resources Group Human Resources at MTN

RESPONSIBILITIES

• Reporting directly to the Group Chief Human Resources Officer, the Executive Assistant (EA) provides executive support thereby ensuring effective and efficient co-ordination of workflow in and from the Office. The role holder serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office. The EA also serves as a liaison between Group Executive teams; organizes and coordinates executive support and stakeholder relations efforts and provide support to special projects as would be required from time to time. They must be creative and enjoy working within a large, complex multi-national organisation and team that is mission driven and results oriented.

The ideal individual must:

• Exercise good judgment in a variety of situations.
• Have strong written and verbal communication skills.
• Be an expert administrator with strong organisational skills.
• Have the ability to maintain a realistic balance among multiple priorities.
• Have the ability to work independently on assigned assignments and/or projects as requested from time to time by the Executive/General Manager’s, from conception to completion.
• Be able to self-manage and work under pressure at all times. 
• Handle a wide variety of activities and confidential matters with utmost discretion 
• and tactfully manage sensitive matters and information within the Office and maintain highest levels of confidentiality.
• Possess excellent executive diary Management skills 
• Have a good understanding and experience of business management & administration and demonstrates can-do attitude.
• Highest level of competency on Microsoft Office Suite. 
• Possess a proactive mindset 
• Keeping executive organized with logistics, meetings, and emails throughout the day
• Oversees the Group Chief Human Resources Officer’s daily work including presentations, interactions with Colleagues and scheduling of priority tasks
• Function as extra eyes and ears by pointing out issues of priority to assist manage expectations
• Works autonomously and handles routine correspondence or manage the Group Chief Human Resources Officer’s day-to-day schedule.
• Coordinate/collate responses of requests from Group Chief Human Resources Officer to more than one team members and put them in a presentable format for consideration and review.
• Be solutions oriented

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)

Key Deliverables

The Executive Assistant to the Group Chief Human Resources Officer will be accountable to achieve the following:

Effective and efficient co-ordination of Office workflow

• Perform all functions as stated in the job purpose above 
• Manage an extremely active calendar of appointments, including the day-to-day administration functions for the Group Chief Human Resources Officer.
• Provide a "gateway" role, creating win-win situations for direct access Exco teams from time and office.
• Develop and maintain an efficient communication and document management/handling process.
• Handle internal and external designated correspondence as instructed by the Group Chief Human Resources Officer.
• Collate reports from the different Human Resources team members and or Group functions (as applicable) for review.
• Manages a variety of special initiatives and provide support to General Managers on special projects, some of which may have organizational impact. 
• Successfully completes assigned and critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Group Chief Human Resources Officer ability to effectively manage the portfolio.  
• Proactively Prioritizes conflicting needs.
• Determines appropriate course of action, referral, or response.
• Handle matters expeditiously, proactively and follow-through on projects/initiatives to successful completion, often with deadline pressures. 
• Administrative management of PO processing and invoicing, finance related activities for the team.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Group Chief Human Resources Officer updated.

Liaison with the MTN Group Executives and broader MTN organisation

• Communicates directly, and on behalf of the Group Chief Human Resources Officer, with Exco members.
• Assists with travel arrangements, accommodation and related activities as required. 
• Adhere to compliance with applicable rules and regulations regarding committee matters.
• Maintain discretion and confidentiality in relationships 
• Provide a bridge for smooth communication between the Group Chief Human Resources Officer and internal departments.
• Engage with relevant members of the Executive Teams to schedule meetings as required.

Stakeholder Management 

• Edit and complete written communications to stakeholders as appropriately required.
• Deal with complex matters involving people management and multiple stakeholders engagement.
• Draft written communications to internal (as need arise at own discretion to communicate appropriate information to the Human Resources teams at Group and the Opcos) and external stakeholders (as would be instructed by the Group Chief Human Resources Officer)
• Maintain, build and improve relationships crucial to the functional success of the Office.
• Culture champion of the Human Resource Office with strong interest in internal and external communications and relationship management.

Travel Management 

• Ensure efficient local and international business and personal travel arrangements for the Group Chief Human Resources Officer.   
• Manage complex and detailed travel plans, itineraries, and agendas.
• Compile documents for travel-related meetings.
• Proactively set up engagements ahead of travel to enable stakeholder engagement by the Group Chief Human Resources Officer

QUALIFICATIONS

Education:

• Bachelor's degree required, preferably in commerce or business administration. 
• Post graduate degree or certification in Business Management/Operations Management, advantageous.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and related tools. 
• Proficient in social media web platforms.

Experience:

• A minimum of 10 years’ experience in supporting E and C-Level Executives, in a large multi-national organisation is a pre-requisite for this role.
• A minimum of 10 years’ hands-on knowledge of Microsoft Office suite programs is a pre-requisite for this role.
• Advanced written and verbal communication skills are a pre-requisite for this role. 
• Experience in meeting deadlines and managing multiple priorities, is a pre-requisite for this role.
• Exceptionally strong verbal and written communication skills with a demonstrated ability to work collaboratively with all levels of staff.
• Demonstrated experience with working on global or multinational projects is advantageous.
• A working knowledge of MTN administration policies and jurisdictions is advantageous.
• Understanding of the MTN OpCo, business and Regulatory environment is advantageous
• Project Management experience would be advantageous.