Our client is looking for an Administrative Assistant with a Bachelor’s degree in Business Administration or management or any other related field and relevant work experience.
ADMINISTRATIVE ROLE DELIVERY PILLARS
1. Calendar Management (Partner and Associate Directors)
- Manage the Partners and ADs (where applicable) calendars on a daily basis
- Understand the Partners/ADs ways of working and align to them
- Take charge to ensure the Partner has information required for each meeting in good time
Performance Indicators
- Ensure bookings are made on time
- Ensure there are no conflicts on the calendars
- Proactive identification and escalation of bookings
- Information to be shared at least 24 hours before the meeting
2. Meetings
- Ensure organization of internal and external meetings i.e., venue, equipment, Video/teleconferencing set up, Webex meetings, google meet etc.
- Events management – Liaise with office services for all procurement services (meals, venue, conference, away days etc.)
- Prepare and ensure timely distribution of meeting agenda and any relevant documents using digital platforms.
- Where applicable, take minutes of the meetings
- Following up for attendance and ensure invites have been accepted
- Assist the convener with the necessary preparatory work
Performance Indicators
- Ensure distribution of relevant pre reads is shared at least 24 hours prior to the meeting.
- Accurate recording of the proceedings and sharing the minutes within agreed timelines
- Ensure 100% attendance and for any conflicts, escalating appropriately before the meeting.
3. Business Management Support
- Prompt the Engagement Managers/Leaders on the PrePAC and PAC process and ensure completeness of information
- Coordination of any bid documents within the required timelines
- Provide assistance in compiling statutory documents for the proposal e.g., Directors profiles, company registration certificates, tax compliance certificates etc.
- Monitor and follow up proposal development progress and escalate any issues of concerns on a timely basis to the Engagement Manager/Leader
- Liaise with CMD for formatting of reports/proposals and organise for printing
- Creating and terminating job codes in consultation with the Engagement Manager and Engagement Leader
- Support in raising fee notes and dispatching after signing off; raising credit notes when required
- Monitor and follow up on monthly collections vs set targets
- NIC management – monitoring debtors/WIP for managers you support and lending a hand in following up where possible
- Completing time cards for partners and Associate Directors
- Follow up of weekly time cards completion for the BU/CU
Performance Indicators
- Submission of necessary bid documents, statutory documents and PREPAC information within the agreed timelines
- Completeness of the PREPAC information
- Ensure all the reports/proposals are printed 24 hours before submission
- Ensure weekly report on the collections set for the month
- 100% completion of weekly time cards
4. Client Work Support
- Ensure staff who are on an assignment are booked on Talentlink and inform Resourcing managers of staff availability to ensure utilization (will vary based on LoS – may or may not be a requirement)
- Support engagement teams in providing relevant information for out of town/country jobs e.g., flight fares, accommodation rates, covid-19 protocols etc.
- Support in logistics for engagement teams
- Prompt follow up of accounting e.g., advances or expense claims for the engagement teams.
Performance Indicators
- Ensure bookings are done within 24 hours of requests
- Ensure there are no conflict on Talentlink and escalate where appropriate
- Booking flights at least 14 days in advance and all other protocols are approved on time
- Provide logistics information within the required timelines
- Ensure compliance of advances and expense claims in accordance with our policy
5. Communication Support
- Timely facilitation of information flow between internal and external stakeholders
- Review and screening correspondences i.e. forwarding letters to the relevant person for action
- Physical document filing for engagements in liaison with filing team (Contracts storage, Billing documents and ensuring Paper files are in place where applicable)
Performance Indicators
- Information flow/communication should be within 3 hours to the relevant stakeholders. Ensure escalation is done the same day
- All document filing to be done within 5 days
6. Risk Management (Support)
- Follow up on pending Risk clearances with the relevant stakeholders (will vary based on LoS – may or may not be a requirement)
Performance Indicators
- 100% compliance of risk processes
APPLICATION INSTRUCTIONS
If you are qualified and interested in the position, apply by sending a copy of your CV and Cover Letter to [email protected] on or before 11th October 2023. Indicate the Job Position at the subject of the email and ensure that you indicate you current or past monthly salary in your application.
