Executive - Personal Assistant Group Operations at MTN

JOB DESCRIPTION
The Personal Assistant provides administrative support services and general support by ensuring the effective and efficient management and co-ordination of the workflow within and from the office of the Executive in MTN and thus contribute to the smooth operation of the department.

• Context (Global influences, environmental / industry demands, organisational mission etc.)
• MTN is entering a new phase in its lifecycle where operational and commercial excellence has become critical for success. The urgency for change has become more heightened amidst increased competitive intensity across all markets in which MTN operates. Group EBU and Chenosis function must therefore ensure the successful delivery in context of:
• Rapidly changing ICT environment
• The geographic complexity of MTN’s footprint across Africa and the Middle East
• Management of executive and local shareholder expectations across all 20 OpCos
• Achievement of top quartile operating efficiency and effectiveness through scale and common processes
• Driving growth through business intelligence and standardization to maximize business impact
• Management of customer and supplier expectations 
• Enhance MTN position as a leading network and system provider
• Constant dynamics and local challenges in the economic, regulatory and legal environments

RESPONSIBILITIES
Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)
The role is accountable for the following Key Performance Areas:

• Proactively manage the assigned Executive diary, and seamlessly plan his/her itinerary, schedule and meetings. 
• Liaise with Finance Expenditure to ensure payments to third party suppliers in relation to expenses of the Executive office.
• Manage the day-to-day administration of the assigned Executive office and diary.
• Develop and maintain an efficient documentation and filing (electronic and hard) process.
• Cross-examine documents for Exec’s review to ensure quality control and compliance to MTN policies.
• Handle assigned Executive’s internal and external designated correspondence.
• Collate monthly activity reports from the different units within the assigned department for the exec’s review.
• Processes all requisitions for the Executive office. 
• Office Management
• Coordinate the organization of social events connected to the Executive office.  This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the programme.
• Local, international and personal travel arrangements for the Executive office. 
• Develop and maintain an effective and efficient document filing system (both electronic and manual). 
• Develop and continually improve a document tracking system.
• Managing the Information Security Forum (Agenda, Minutes, Matters arising, content submissions, scheduling)
• Travel arrangements for the entire team
• Security conference arrangements
• Tracking of the budget and payments (budget through PO through to final payment and reflecting in the GL)
• Project management

QUALIFICATIONS
 Job Requirements (Education, Experience and Competencies)
Education:

• A good first degree preferably in Secretarial Administration or related

Experience:

• At least three years’ experience in an administrative capacity in a reputable company.
• Experience in administrative support for a top management personnel of a reputable company, with local and international operations.

Competencies:
Strong hands-on knowledge of Microsoft Office suite programs.

• Thorough knowledge of MTN general administration policies, including approval ceilings and jurisdiction.
• Importance of customer service orientation
• Good interpersonal relationships with different levels of management.
• Customer and service orientation.
• Maintains poise and confidence under pressure.
• Good communications skills.
• Ability to work with little or no supervision and produce excellent results.
• Excellent computer skills.
• Strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities
• Discretion. Maintaining confidentiality and exercising discretion is essential