Executive Secretary: HRBP Commercial at Vodafone Global Enterprise

Role purpose:

• Manage the business administration and project support function within the office of the Managing Executive HRBP Commercial and serve as the primary point of contact for this office.
• The role will provide administrative and operational support to the function. This position is responsible for maintaining a well-organised and efficient office environment, managing HR documentation, and contributing to the overall success and people goals for the functions it supports. Additionally, it includes a focus on coordinating and collating data-driven PowerPoint presentations, demonstrating expertise in Excel, management of the executive’s diary and travel administration as well as be the liaison between the ME office, Internal Business Units.

Your responsibilities will include:

Administrative Support:

• Real time email management and prioritisation
• Manage and facilitate the ME’s calendar to arrange appointments, meetings and conferences
• Ensure that the ME is well prepared for meetings (includes ensuring documentation is given to the ME well ahead of the meeting)
• Monitor that all documents and information required for governance forums are submitted timeously for review by the ME (this includes reminding the CO of deadlines ahead of the deadline)
• Devise and maintain office management systems, including data management and filing
• Administrative support during meetings in terms of accurate minute taking
• Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc. 
• Co-ordinate reports that may require input from all departments and is presented to the Executive 
• Type, compile, edit and proofread documents as requested by the ME in accordance with Vodacom guidelines.
• Prepare HR documents, reports, and presentations for projects/activities managed from the ME HRBP Commercial office.
• Collate data for reporting when required across Regional Operations, CBU, VB, Cops and Fixed Services
• Assist the ME with various functions including project management and coordination 

Budget and Expense Management

• Assist the ME with budget OPEX and CAPEX budget administration for their cost centre 
• Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures 
• Ensure that tax invoices and receipts are collected for payment purposes 
• Expenditure to be reconciled in accordance with source and reference data
• Process reconciliations and payments within turnaround time
• Process expense reports
• Budget transfers

Travel Management

• Manage all travel for local and international trips
• Prepare the ME’s itinerary for all trips
• Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex

Collaborative support:

• Assist the HRBP team in implementing HR strategies, policies, and initiatives specific to the Commercial functions.
• Collaborate with cross-functional teams to ensure HR practices align with business objectives.
• Tracking and reporting for all strategic projects that resides in the ME office

Records Management:

• Organise and manage HR documentation, ensuring compliance with data protection regulations.
• Monitor progress against assigned strategic initiatives and deliverables report on deviations or risks that could derail the achievements against targets

Coordination and Event Planning:

• Assist in planning and organizing HR-related events, such as onboarding sessions, training workshops, and employee engagement activities for the HRBP Commercial team and Western Region
• Coordinate logistics for HR meetings and team engagements

Compliance and Policy Adherence:

• Assist in ensuring that HR practices are compliant with company policies and relevant employment laws.
• Understanding of HR policies, procedures as well as HR calendar

The ideal candidate for this role will have:

• Matric
• Secretarial Certificate / Diploma essential
• A relevant business qualification will be advantageous
• Minimum of 3 -5 years secretarial experience  which includes:
• A minimum of 2 years’ experience as a PA supporting a Senior Executive or equivalent in a listed company 
• A minimum of 1 years working in a (BU specific) related environment 
• Project management experience

Job Knowledge:

• Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)
• Knowledge of office management (essential)
• Knowledge of IT/Telecommunications environment (advantageous)
• Financial administration experience 
• Knowledge of SAP EVO (advantageous) 
• Project management and project coordination