ADMINISTRATIVE ASSISTANT – JOB REF: MN 8333 Full Time

Our client is a well established organization with a business school. They wish to recruit an Administrative Assistant to perform a client interface role, events and training coordinator role at the Organization’s Business School.

Administrative Role Delivery Pillars

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

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 are 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

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 organize for printing
• Creating and terminating job codes in consultation with the Engagement Manager and Engagement Leader
• Support in raising fee notes and dispatching after sign 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 timecards 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

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
• 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

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 the same day
• All document filing to be done within 5 days

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 Indicator

• 100% compliance of risk processes

Travel

· Visa processing, flight and hotel booking; and preparation of travel itinerary

· Acquiring travel advance and ensuring airport transfers

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APPLICATION INSTRUCTIONS

If you are interested and you qualify for the position, email a copy of your CV and cover letter to recruit@manpowerservicesgroup.com on or before 17th January 2025. Ensure that you indicate your current or past monthly salary in your application. Only shortlisted candidates will be contacted.