Office Coordinator: Regulatory Affairs at MTN

Mission/ Core purpose of the Job

• Provide administrative and coordinative support services to the office of the assigned Executive in MTN and thus contribute to the smooth operation of the division.  Provide administrative and coordinative support services to an entire business function reporting to the Executive in MTN. This includes stakeholder management, monitoring administrative projects, maintaining a suggestion program, document controller responsibilities etc.

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)
The Office Coordinator: Regulatory Affairs will be accountable for achieving the following objectives:

Financial (5%)

• Process all requisitions for the assigned Exec’s office.
• Support the divisional optimisation of budget by identifying and championing cost reduction initiatives in the execution of business   operational deliverables.

Internal Processes (50%)

• Personal support to the Executive
• Act as the point of contact to the Executive, handling and distributing confidential mails, telephone calls, faxes, etc.
• Co-ordinate and manage Executive calendars, travel arrangements and schedules, negotiating potential conflicts and determining     feasible alternatives.
• Perform a diversity of secretarial and administrative support activities including composing memos and correspondences, compiling reports, creation of spreadsheets and manipulation of spreadsheet data.
• Compile documents for the Exec as part of outcomes from meetings and workshops (coordinate inputs from various stakeholders)
• Cross-examine documents for Exec’s review to ensure quality control and compliance to MTN policies.
• Collate relevant activity reports from the different units within the assigned department for the Exec’s review.
• Develop presentations required by the Exec for his/her presentations. Coordinate compilation of this with inputs from various stakeholders)
• Perform quality control checks on assigned Exec’s presentations, to ensure proper formatting and elimination of errors.
• Coordinate the organization of social events connected to the Exec’s office.  This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the programme.
• Assist in the development of and management of Exec’s budget

Support to the Division

• Support project teams by monitoring the implementation of key operational projects and initiatives within the division.
• Development of Minutes for Management meetings. In addition, provide proper logistics support and facilitate the process to ensure the smooth running of the meeting.
• Follow up on minute actions, coordinate responses and escalate where required
• Maintain a suggestion/feedback program to enable continuous improvement and drive a culture of innovation.
• Collaborate with support functions to ensure that the division is run effectively. This includes organising the office layout and arranging for necessary repairs as applicable.
• Act as document controller document controller of the division – entails having a clear understanding of the divisional Processes, Policies and Procedures and knowledge about accessibility/storage.
• Maintain and coordinate the supply of office stationery and equipment across all departments.
• Manage sensitive matters and information regarding peculiar issues within the division.
• Assist in the development of key team presentations and maintain updates for these (project specific presentations)
• Assist in the compiling and writing of project reports (for the projects that have been assigned to this candidate)
• Area accounts and invoice management for division
• Assist in the development of and management of the divisional budget
• Participation in business support activities (Knowledge Share Sessions etc.)
• Focus on project delivery & implementation (Unit/departmental/cross functional)
• Organize and coordinate workshops, break-away sessions and other team activities

Customer (25%)

• Respond to enquiries from MTN Group, CEO’s office and other Executive offices as applicable.
• Respond to customer queries and requests and escalate to the assigned manager/ executive as applicable.

Stakeholder (5%)

• Champion the Divisional Ecosystem/Stakeholder Management initiative.
• Prepare meeting/conference logistics and host visitors on behalf of the Executive.

Job Requirements (Education, Experience)
Education:

• Bachelor’s degree in related field
• Fluent in English Fluent in language of country with basic command of English
• English, French and Arabic (as advantage)

Experience:

• 5-7 years’ experience in an area of specialisation; with experience with working with others
• Experience working in a medium size organization