Personal Assistant at MTN

Mission/ Core purpose of the Job:

• To provide 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.
• The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• Context: (Global influences, environmental / industry demands, organizational mission, etc.)
• Rapid growth and expansion of MTN operations.
• An evolving macro-economic environment both local and international.
• Shifting phase of evolution in organization life cycle.
• Company Mission, policies and procedures.
• MTN business plan.Company objectives for level and quality of service.The increasing need for skills enhancement and development.
• Locally available skills and manpower.
• Increased need to relate with several parts and at all levels within and outside MTN.

Key Performance Areas:

• Core, essential responsibilities / outputs of the position (KPA's)

Role Complexity:

• 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.
• Task Complexity: Indicates those KPA’s that are essential to the position itself. These are normally specific to the incumbent, the job, and the function. Excludes role and leadership / management.
• Manage the day-to-day administration of the assigned Group Executive office and diary.
• Develop and maintain an efficient documentation and filing (electronic and hard) process.
• Write minutes of meetings and produce memos of such for review.
• Tactfully manage sensitive matters and information regarding peculiar issues within the department.
• 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.
• Performs quality control checks on Executive presentations, to ensure proper formatting and elimination of errors.
• Office Management – involve overseeing the work for other administrative employees under the Group Executive office, as well as making sure that everything is in place for the office to function smoothly. Tasks may include keeping up with office supply inventory, managing purchasing agreements and quotations, submitting expense claims etc.
• Respond to customer queries and requests on non-technical issues and escalate to the Exec when necessary.
• Coordinate the organization of social events connected to the Group Executive office. This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the programme.
• Make efficient travel arrangements for the Executive office. Local and international, as well as personal travel.
• Discretion – EA’s are privy to information that must be protected. Maintaining confidentiality and exercising discretion is essential for success in this type of role.
• Supervisory / Leadership / Managerial Complexity:
• Efficient self-supervision to ensure smooth running of the office.
• Lateral dimensions of the position
• Creativities (improvement/innovation inherent)
• Develop and maintain an effective and efficient document filing system (both electronic and manual).
• Develop and continually improve a document tracking system.
• Vulnerabilities (control span)
• Sensitivity of documents and information into and from the Group Executive office.
• Difficulty in document tracking.
• Equipment availability.
• Collaboration

Responsibility towards: 

• Direct reports:  None
• Matrix reports: None
• Key customers: Finance Personnel, Executive internal and external customers, Third party suppliers.
• Key suppliers:   Departmental administrators.
• Relations, etc:   Other PA s’ across the company, other Execs across the company
• Discretionary Space
• Independent thought and Judgment:
• Personal Initiative in scheduling assigned Exec’s appointments.

Authorities:

• Authority to endorse incoming correspondences - having no connection to financial commitment - on behalf of the assigned Executive.
• Access to the Executive online diary and email address(es).

Education:

• A good first degree preferably in Secretarial Administration.

Experience:

• At 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.

Training:

• Customer care/focus.
• Effective communication skills.
• Effective business writing skills.
• Finance for non-finance persons.
• General Office administration and performance standards.
• Microsoft Office suite
• Department specific applications
• Competencies

Knowledge:

• 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
• Skills / physical competencies:
• 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

Behavioural qualities:

• Integrity
• Confidence
• Team player
• Courteous
• Attention to detail
• Able to identify and conceal sensitive information.
• General working conditions
• (e.g. shift work, drivers license, specific tools, special clothing, environmental requirements, etc.)
• Standard MTN working conditions.
• Open plan office
• Quality Standards
• Seamless scheduling of assigned Executive appointments.
• Turn around time of documents requiring assigned Executive attention.
• Well-organized and cost-efficient departmental events (internal and external).
• Error-free documentation process.
• Efficiency of filing system, and ease of retrieval of required documents.
• Average response time for enquiries from internal and external sources.
• Feedback from internal and external customers.