Executive PA-Supersonic

Mission/ Core purpose of the Job:
To manage the office of the Head of Corporate Services Business Unit, providing an efficient personal assistant and office support service.
Detailed Description

Key Performance Areas:
Processes
Support the work of the Head of Legal, providing an efficient secretarial and administrative service, including:
Typing, formatting, amending and finalizing various agreements, contracts and other documents.
Drafting and typing correspondence including screening emails and responding to them and/or delegating them where necessary.
Creating and maintaining and efficient filing system.
Taking, transcribing and typing minutes of the departmental meeting, developing and managing follow-ups on meeting resolutions and
matters outstanding to ensure that decisions taken at the meetings involving the Head of Corporate Services are implemented by the

Legal Advisors

Taking and transcribing dictation as required.
Managing telephone calls and messages.
Coordinate diaries and update appointment calendars.
Coordinate arrangements for meetings and functions and assemble appropriate materials.
Make and coordinate travel arrangements for Head of Corporate Services, processing authorized invoices timeously for payment.
Prepare and manage staff schedules for internal / external courses, seminars, conferences attended, etc.
Coordinate and organize gifts and functions for staff welfare purposes.
Customer service
Put effective methods in place to ensure that customer specifications are met and that the customer is satisfied with the end product
Quality management
Use knowledge, skills, training, previously learnt experience and advise from first-line management / supervisor to overcome obstacles
encountered and to ensure that work is completed within set quality standards and parameters.
Work consistently according to predetermined standard operating procedures
Identify processes and procedures where the quality of work may be improved
Administration / Reporting
Consolidate and prepare information for Executive Weekly reports, monthly and quarterly OPCO reports.
Administer staff leave schedule for the department.
Carry out general administrative duties as required.
Job Requirements

Education:
Minimum of 1 year diploma (May vary in accordance with specific country Opco qualification standards)
Secretarial diploma
Experience:
Minimum of 2 years’ experience in a area of specialisation; with experience in working with others
At least 3 years’ experience working in a legal environment.
Advanced level MS Office skills – Word, Excel, PowerPoint and Outlook necessary.
Experience working in a small to medium organization
Training:
Products and Services
Systems training
Computer literacy
Good verbal and written communication
Understanding of basic financial terminology
Familiar with MTN legal environment
Working knowledge of the key stakeholders in the telecommunications regulatory environment
Knowledge of administrative processes in a legal environment
Knowledge of Oracle, Elite Enterprise.
Additional Details

Skills / physical competencies:
Excellent administrative and clerical skills – able to classify, arrange in an orderly fashion, arrange / prioritise and select
Action orientation and task focus – focuses on the requirements of one job at a time and can multitask, following through to completion.
Ability to perform routine / repetitive work
Ability to cope effectively with change
Team player
Customer focus
Observance – conducts visual checks accurately with regulations and standards in mind, can pick up on errors / faults through observation
Organising
Planning / organising – performing short-term planning of own tasks and activities where procedures are clearly defined
Time management – achieve objectives within given time limits
Prioritizing skills
Ability to co-ordinate many activities simultaneously in a consistent and service orientated manner
Behavioural qualities:
Self confidence - sense of self-reliance and boldness
Interpersonal relationships
Perseverance
Accuracy – pays attention to detail, works concisely with precision and checks own work for correctness
Approachability
Assertiveness
Reliability / trustworthiness
Ability to work both independently and as part of a team
Disciplined
Sensitivity to confidentiality
Systematic
“Can-do” attitude
Foster collaboration
Logical
Initiative - bias for action
Pro-active
General working conditions
Standard office working conditions
Drivers licence – flexible deadline driven hours.


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Job id : , #69408, 319 views,

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