Job Title:Administrator - Coporate Services (1 Vacancy)
Location of position
MTN
South Africa
Gauteng
Johannesburg
Innovation Centre
Job mission
Providing the day to day administration and co-ordinating work assignments as well as ensuring effective support to the MTN SA Company Secretarial team.
KPA duties
Key Tasks: Indicates those KPA’s that are essential to the position itself. These are normally specific to the incumbent, the job, and the function. Excludes role and leadership / management.
•Maintain an administrative system that enables the department to meet the deadlines of the meeting schedule and statutory requirements(minute books, notices, safekeeping of documents (both electronic and manual)
•Undertake administration duties necessary for board and committee meetings of MTN SA and all its subsidiaries and associates
•Act as office co-ordinator and assistant
•Act as the central conduit of information dissemination for the department
•Ensure department operates efficiently and effectively in attaining all deadlines in terms of the onerous meeting schedule and statutory requirements
•Ad hoc work, which is required due to customer needs
•Company secretarial assistant duties
•Liaison with and payment of annual duties to the Registrar of Companies
•Implementation of the Company Secretarial relevant software programmes to ensure compliance with all statutory requirements
•Tender Committee, co-ordinate documentation, receiving and distribution, update of Tender register, convening meetings
•Responsible for the preparation and management of agendas, amendments to minutes, control list and dissemination of agenda items
•Budget management (cost codes, managing expenses and all requisitions)
•Act as the Secretary of the departmental meetings
•Update all statutory books and records
•Ensure that office administration complements the statutory requirements appertaining to Company Secretarial functions
•Assist with budget compilation with Co Sec’s.
•Generate purchase requisitions on Oracle for the purchases,
•Ensure accurate financial documents are available for perusal and authorisation within defined deadline dates.
•Receive and dispatch parcels and post.
•Petty cash monitoring, control and administration.
•Contract management.
•The Administration of all departmental travel arrangements, general expenses and assistance.
•Administer the booking of boardrooms, arrange lunches, events, functions, and arrange corporate gifts.
•Responsible for the repairs of office equipment (e.g. photocopier, fax machine etc.)
•Control all technical journal, periodical and newspaper subscriptions.
•Assist in the control, administration and implementation of the quality system, including organograms, letterheads etc. and work flow diagrams for the MTN SA Group and Operations.
•Co-ordinate training schedules.
•Act as the letter head custodian group –wide and issue announcements after changes to directors of any of the MTN SA Group companies
•Typing agenda, minutes and all other documents
•Maintaining a sound filing system both paper based and electronic,
•Scheduling all meetings and arranging catering.
•Arranging all travel arrangements and booking all meeting venues
•Maintaining the Company Secretary’s diary•
Supervisory / Leadership / Managerial Tasks: Refers to the responsibilities for directing, guiding, motivating and influencing others.
-Practice and cost efficiency focus.
-Employment/training staff and evaluation of performance
-Direct implementation, maintenance and evaluation of assigned operations and programs
-Provide guidance and direction to assigned staff
-Co-ordination of assigned activities with other departments, operations Group- wide
-Offer Guidance in developing new ideas and systems to improve contract service provided to MTN
-Provide guidance on legislative processes, rules development and promulgation process, strategic planning concepts and practices, project planning concepts and practices.
Role Dependencies: Does not refer to the various “roles” that the incumbent has to assume in the conducting of the duties. Instead, this would be additional complexity that should not be inherent in this job, but the incumbent has responsibility for. Example HR Managers having to manage an IT function.
Required to have a sound knowledge of all the group functions/ departments work in order to interact with the various Departmental staff.
Lateral Dimensions: These indicate the areas where the individuals could contribute uniquely in addition to the indicated duties, as well as how they could be affected by others or circumstances not necessarily under their control.
Creativities (improvement/innovation inherent) Indicates the potential for improvement and / or innovation inherent in a position.
Accurate administrative function with respect to monitoring and co-ordination of budgetary/ requisition processing and cost reduction focused and letterheads/updating group – wide.
Vulnerabilities (control span) Refers to the latent difficulties, or things that could potentially go wrong that affect a specific position. Such vulnerabilities may / may not be under the control of the incumbent. Direct implication or first level of impact.
Delays in receiving input from executives and operations CEO’s/MD’s, which in turn impacts work outputs, causing in-efficiencies. Roles technical and managerial/supervisory skills are off essence.
Collaboration: Refers to formal and informal relationships
Responsibility towards: who are they and what do they receive from the incumbent.
•Direct reports,
Company Secretaries
•Matrix reports,
None
•Key customers,
Non-executives directors, executives, shareholders, external auditors, legal advisors etc, CEO’s /MD’s of operations etc.
•Key suppliers,
Suppliers, consultants and contractors
•Relations, etc.
Will be required to maintain sound relation with bullet point number 3 customers, colleagues, suppliers and in fact all with whom he/she may come into contact.
Discretionary Space: The degree to which individuals are allowed to exercise independent thought and judgement.
Independent thought and Judgement: Relates to the decision-making constraints placed upon a position or conversely, the degree of
freedom in decision-making.
Decisions on relatively minor issues however decisions on major issues will be made in consultation with the Company Secretary.
Authorities: Financial and other decision making authorities, e.g. engaging contracts with suppliers.
? Proactive fault resolution and cost management pertaining to requisition process.
? Hands on management of soft service/s
? Compliance to company policies and procedures.
Educational requirements
•Studying towards CIS or B Degree in Commerce/Law.
•Computer literate with a good knowledge of the MS Office packages and spread sheets.
•Good knowledge of financial and stock control management.
•Excellent English communication skills and report writing skills.
Experience required
•3 years administrative experience in the Company secretarial environment.
•Sensitive meeting deadlines and the level of the Company Secretarial Department’s clients.
Skills required
Studying towards a CIS or B Degree in Commerce/Law
Computer literate with a good knowledge of the MSOffice packages and the ability to set up spreadsheet, databases and presentations.
Other information
Reference No: ADMIN/CS/KR
Position Type: Permanent
Affirmative Action: Open to All
Salary:
Additional: A good knowledge of Administration and Company Secretarial functions.
Traditional functions of statutory administration and compliance.
Skills / physical competencies:
?Computer literacy.
?Administrative skills.
?Sound health.
?Be of sober disposition
?Strong communication and peoples skills
?Ability to multitask in a pressured environment
?Attention to detail with a methodical and structural approach.
Behavioural qualities:
?Self-disciplined, motivated, energetic self –starter with an exemplary work ethos.
?Capability to interact with both internal and external customers.
?Be of sober disposition
?Maintenance of confidentiality.
KPA Quality Standards/ Measures (KPI’S for job)
?MTN Code of Ethics.
?Assist in budget submissions.
?Co-ordination of the year planner.
?Contract management – maintain contracts ensuring contracts are running according to contract period. Renewal and orders are implemented on time.
?Co-ordination of meetings
?Con-ordination of meeting input.
Applications close 25 Jun 2012
How to Apply;
http://jobs.mtn.co.za/mtnjobs/web/VacancyDetails.aspx?vacid=5944
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