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 recruit@manpowerservicesgroup.com 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.
