Team Office Assistant

 

Short Description/ Purpose of Job

The Team Assistant is responsible for providing administrative assistance and support services that impact the effectiveness and smooth-running of the Corporate Affairs team, including proactive management of SAP travel bookings, payments, supplier liaison, mailbox and calendar, general operational support and effective co-ordination of activities.

 

Recruitment Description/ Key Accountabilities

 

Support the team/department’s effectiveness by ensuring there is a highly effective level of administrative support to the teams;

Be accountable for a broad range of activities from basic administrative tasks to problem solving and query handling, through to actively contributing to projects within the Corporate Affairs teams;

Establish, maintain and develop as appropriate efficient teams assistance systems and processes, to ensure the smooth and effective support;

 

Planning and coordinating of meetings

Providing administration support with meeting arrangements and taking minutes at meetings and support with action tracking and execution;

Manage the Senior Manager’s diary and appointments, ensuring effective use of time and preparation of information in advance.

Act as the focal point for the Senior Manager, judge the priorities and proactively work with the many conflicting demands of the Corporate Affairs.

 

Customer/supplier and budget management

Be a reference point on purchasing and financial matters;

Responsible for purchasing office supplies and sundry items required by the teams, using SAP, and processing any invoices/expenses;

Manage all stationary requirements and ensure the teams are adequately catered for.

Supporting the teams in the management of budgets, including maintaining up to date records, reconciling the budget management spreadsheet, contributing to quarterly forecasts and arranging for the payment of invoices using appropriate finance systems.

 

Travel Management

Responsible for organising and booking travel, hotels and transport;

Arranging travel itineraries and visitor arrangements, checking logistics and ensuring suitable venues or accommodation have been booked as required, greeting visitors on site etc;

Processing of travel payments and expense reimbursements;

Make arrangements for passports, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances, if and when required.

 

Events management

Responsible for managing supporting the team in organising internal/external events and bookings;

Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order;

Manage all event set-up, tear down, and follow-up processes and ensure everything adheres to the company’s standards.

 

Formal Education

Grade 12

 

Min Experience

6+ relevant years’

 

Certification & Professional Membership

With a minimum of Solid knowledge of Microsoft PowerPoint, Outlook, Word and Excel (we use PowerPoint to communicate our stories);

Experience with infographics (data analysis and data visualization);

 

Competencies

Effective verbal, written, and interpersonal communication skill in Portuguese and English;

Strong organizational and time management skills; able to manage multiple projects and priorities with demanding deadlines;

Ability to communicate and interact effectively with all levels of management;

Excellent organizational, analytical and problem-solving skills;

Experienced and skilled in dealing with highly confidential information;

Sense of urgency;

Must be able to work within deadlines and execute in a fast-paced environment;

Must be able to manage multiple, high-profile projects at the same time and be flexible to work extended hours.

 

Analytics: The systematic computational analysis of data or statistics

Compliance: Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.

Data Management: Knowledgeable of the theory, purpose, architecture and design of the management, administration and relationships of the organization’s data.

Problem Solving: Is a step-by-step process of defining a problem, searching for information, and testing a series of solutions until the problem is solved. In involves critical thinking, analysis and persistence.

Reporting: The ability to access information from databases, forms, and other sources, and prepare reports according to requirements.

 

 

APPLY

 

 

City/Town: Maputo

Closing date: 19 January 2023