Office Manager at Visa

Purpose

• The role will provide complete office management support to the Johannesburg
• Office and serve as an Executive Assistant to the Country Manager-South
• Africa and to undertake specific projects and activities as requested by the Country
• Manager, GCM and key stakeholders

Principle Responsibilities/Key Results Area

• Responsible for Johannesburg office Purchasing card (debit/credit) and to make local purchases in line with Visa policy, and as agreed by the Country Manager.
• Ensure that all office events are fully supported from an administrative and liaison perspective, including Regional Meetings, Management Meetings, Road shows,Advisors Meetings, Member events etc.
• Liaise with the Corporate Real Estate team to ensure the upkeep of the office inline with the approved budgets. Responsibility for coordinating between the Corporate Real Estate team and IT for procurement, maintenance and replacement for the office equipment and supplies.
• Ensure that the Johannesburg Office Operating, Business Conduct, Quality, Health & Safety and Business Resumption Procedures and Policies are adhered to and reviewed in accordance with Visa policy.
• To oversee the Facilities management team who would be responsible for the facilities and associated infrastructure including all office equipment, stationery and computer services (including day to day budgetary accountability).
• To be responsible for a range of accounting tasks for the Johannesburg office ensuring compliance with local legislation, authorities and regulators and providing appropriate reports.
• Manage daily tasks such as maintaining and updating members contact lists, mailing out relevant information to members and organization of Market visits agenda/meetings/appointments
• Provide periodical reports( Weekly/Monthly or quarterly ) as agreed with Management
• Manage the office events within agreed budgets
• Manage the receptionist and the driver for the Johannesburg office.
• Ensure smooth running of the Country Manager’s office by providing secretarial and administrative support.

Strategic Nature, Management Accountability, & Scope

• Represent Visa by providing the first point of contact with the Johannesburg Office. To deal effectively and courteously with member bank staff, the public, cardholders, external suppliers/agencies and other Visa staff. To ensure effective inter-office communications.
• Manage the local corporate card programmes for employees in the Johannesburg office.
• Ensure Members and Multi-regional member compliance to service levels, integrity of service records and efficient resolution of complaints.

Decision Making & Complexity

• Solves a range of problems analyzes possible solutions using standard procedures.

Financial & Organizational Scope

• Manage the office P-Card for all purchases required in line with budget Card management Program Merchandise Control
• Cvent Event management system updates
• Form E (Transparency Letters)
• Generation of invitation letters for travel visa purposes
• Managing of Suppliers in conjunction with Controllership
• Managing of Temp and Visitor badges

Reporting Relationships & Interactions

• This position reports to the Country Manager, South Africa. This individual will be expected to interact effectively with all levels of Visa management and staff.

Executive Assistant

• Ensure a good flow of communication and excellent secretarial support is provided for the Country Manager
• Effectively manage the Country Manager’s diary, travel bookings and expense claims

Key Competencies

• People Leadership Skills
• Negotiation skills leading to timely and acceptable resolutions
• Client relationship and management skills
• Financial acumen
• Self-directed and motivated
• Excellent written, verbal communication and inter-personal skills
• Organization skills with accuracy and attention to detail
• Good cultural sensitivity
• Ability to liaise at all levels of the organization.
• Good planning, organization and administration skills.
• Events management

Qualifications

• Bachelors degree preferably in Business or Finance
• Circa 3 - 4 years experience as an Office Manager in a multi-national company preferably within the Banking/Financial Services sector
• Client / Delivery focused. Self-starter and ability to use own initiative.
• Complete knowledge of MS Office packages (Word, PowerPoint, Outlook, Excel).
• Experience of working in small team/office environment, quick to learn and adapt to change.