Senior Administrative Assistant

Description

• SENIOR ADMINISTRATIVE ASSISTANT – STRATEGY, PROJECTS, AND TRANSFORMATION DEPARTMENT
• (S1)

Duties

• Provide Office Administrative services to the management cadre of the department on an ongoing basis by means of pro-active dairies management and coordination (daily, weekly, monthly and yearly) with Bank’s important dates and events; screening all incoming telephone calls; management meeting preparations and briefings; office correspondence, venues management for meetings; drafting of general correspondence (Word), drafting of presentations (PowerPoint); drafting of graphs/budgets etc. (Excel), leave administration, internal communication and memos, and general stationery management, stocks and levels to ensure compliance with the Bank’s standards, relevant policies, templates, strict confidentiality standards and vision of excellence
• Provide Minutes Taking services to the management cadre of the department on an ongoing basis and as the need may be for both technical meetings (as they pertain to the specific department) and non-technical business meetings (such as general departmental and staff meetings, etc.) by means of relevant voice recordings, written notes and relevant sourcing etc. and processing distribution of the minutes up to a maximum of 7 working days to ensure timeous, accurate reflection of all meetings with appropriate confidentiality
• Make travel arrangements for Management and account for all training related expenses for all staff in the department as per the approved budgets and allocations on an ongoing basis by means of the relevant approvals and budge allocations
• Submit timeously to the Human Resources the documents of trainings attended, training certificates obtained, outlines of training attended, debriefing and back-to-office reports and all relevant costs to submit these to the HR on behalf of all staff in the department; facilitate in-house training arrangements of the nominated staff in the department as per approved budgets and calendars, departmental welcoming and facilitate departmental onboarding of newly appointed staff; organize visas and ensure that the Banks does not incur losses and wastes on these travelling and training activities
• Do effective Contracts Administration & Documents Management on an ongoing basis for the department by means of effective record keeping of all the department’s contracts, SLA’s; administer contracts’ expiry dates and payments processing office inventory/assets and software records, and recording MOU’s; effective implementation of the EDRMS; Filing System of the Bank; optimal and organized utilization of the BON intranet sites as relevant to the department; Departmental drive (G-drive) utilization and structuring, documents scanning and uploading to ensure full compliance with the policies, procedures and practices of the Bank
• Do effective budgets administration on an ongoing basis for the department by means of the SAP system, timeous processing of all invoices, purchase orders, payments, petrol/business cards, entertainment allowances, accountable petty cash management for the department, budgets variances tracking and reporting, quotations to ensure that no losses are always incurred and accountability
• Promote a paperless & green work environment in the department by means of the relevant organizational policies and procedures of the Bank; ongoing reduction and use of photocopies; report immediately any unsafe or dirty environment to ensure always a clean and eco-friendly work environment in the department
• Promote a positive image & corporate brand of the Bank by means of courteous behaviour, friendly welcoming of all visitors to the Bank and make them comfortable; ensure right protocol, and customer satisfaction
• Any other business as the need may be

Requisites

• Knowledge and Experience:
• Post-matric Secretarial Diploma with three (3) years of relevant experience
• A degree in any field would be advantageous
• Strong administrative skills and process skills with a strong ability to follow up and follow through (advanced), including effective time management, organizing and record-keeping skills
• Proficient knowledge of MS Office products, i.e., Excel, Word, PowerPoint etc
• Working knowledge of the SAP Finance System would be advantageous
• Knowledge of all the Bank’s Organizational Policies and internal procedures
• Digital literacy
• Excellent Communication skills, both written and verbal, including minute-taking and report writing
• Proficient numerical and budget development and management skills
• Ability to work under pressure and exercise proactiveness and resilience
• Handling of sensitive information with discretion and maintaining confidentiality

Notes

• Only shortlisted applicants will be contacted
• People with disabilities are encouraged to apply