Secretary - Executive Secretary Commercial Operations SA at MTN

Mission/ Core purpose of the Job:  (Short description)

• To provide administrative support services to the office Executive and supervise the administrative function of the Functional Unit.

Context: (Global influences, environmental / industry demands, organisational mission, etc.)

• An evolving macro – economic environment both local and international.
• Shifting phase of evolution in the organization.
• Company mission, policies and procedures.
• Company objectives for level and quality of service.
• The increasing skills for need enhancement and development.
• Increased need to relate with several parts and at all levels within and outside MTN.

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)          
Task Complexity: 

• Manage the day to day administration of the assigned exec’s office and diary.
• Develop and maintain an efficient documentation and filling ( electronic and hard ) process.
• Write minutes of meeting and process memos of such for review.
• Tactfully manage sensitive matters and information regarding particular issues within the department.
• Cross examine documents for Exec’s review to ensure quality control and compliance to MTN policies.
• Handle assigned Exec’s internal and external designated correspondence.
• Collate monthly activity reports from the different units within the assigned department for the Exec’s review.
• Processes all requirements for the Exec’s office.
• Performs quality control on Exec’s presentations to ensure proper formatting and elimination of errors.
• Respond to customer queries and request on non technical issues and escalate to the Exec when nesecessary.
• Coordinate the organization of social events connected to the Exec’s office. This includes preparing cost estimates, managing the budget and coordinating all activities for the success of the programme.

Supervisory / Leadership / Managerial Complexity:  Refers to the responsibilities for directing, guiding, motivating  and influencing  others.

• Efficient self supervision to ensure smooth running of the office.
• Oversee the office administration within the Functional unit

Role Complexity: 

• Proactively manages the assisgned Exec’s diary, seamlessly plan his / hers itinerary schedule and meetins.
• Liaise with finance expenditure to ensure payments to third party suppliers in relation to expenses of the Exec’s office.

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.

• Develop and maintain an effective and efficient document filling system (both electronic and manual).
• Develop and continually improve a document tracking system.

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.

Sensitivity of documents and information into and from the Exec’s office.

• Difficulty in document tracking
• Equipment availability

Collaboration:   Refers to formal and informal relationships

• Responsibility towards:   who are they and what do they receive from the incumbent.
• Direct reports: the Administrators
• Key customers: Exec’s internal and external customers, third party suppliers and all employees.
• Key suppliers Office administrators
• Relations, etc.: Other PA’s and Administrators across the company, other Exec’s acroos the company.

Discretionary Space: The degree to which individuals are allowed to exercise independent thought and judgment.          

• Independent thought and Judgment: Relates to the decision-making constraints place upon a position or conversely, the degree of                                                                       
• Personal initiative in scheduling the assigned Exec’s appointments

Authorities:

• Authority to endorse incoming correspondence  - having no connection to financial commitment on behalf of the assigned Exec.
• Access the Exec’s online diary and emails

Minimum Requirements   - minimum necessary, and not the ideal / preferred should be included.
Education:

Matric

• 1 year Diploma preferably in secretarial administration

Experience:

• Minimum of 2 years’ experience at Executive level
• Experience in administration support for a top management personel of a reputable company with locan and international operations.

Training:

• Good interpersonal relationship with diffirent levels of management.
• Customer and service orientation
• Maintain poise and confidence under pressure.
• Good communication skills.
• Ability to work with little or no supervision and produce excellent results.
• Department specific applications.
• Excellent computer skills

Competencies
Head - Big Picture Focus (5)

• Solution Provider - Executes task in relation to tactical plans
• Problem Solver -  Learns from others and draws on past experience to solve challenges
• Quality Enabler  -   Executes on commercial practices and identifies areas of continuous improvement

Heart – Emotionally Intelligent (15)

• Culture and Change Champion -  Role models ethical practices by living the MTN values and vital behaviours 
• Caring People Employee  - Is self-aware and takes accountability own personal development to realise full potential 
• Relationship Manager  -  Champions the MTN brand

Hands – Results Focused 

• Results Achiever  -  Delivers individual results and support team objective
• Operationally Astute - Organizes work to deliver on daily priorities and plans
• General working conditions (e.g. shift work, drivers license, specific tools, special clothing, environmental requirements, etc.)          
• Standard MTN working conditions

KPA Quality Standards

• Seamless scheduling of assigned Exec’s appointments
• Turnaround time of documents requiring assigned Exec’s attention.
• Well organized and cost efficient departmenta events ( internal and external)
• Error free documentation process
• Efficieny of filling system and ease of retrieval of required documemts.
• Average response time for inquiries from external and internal sources.
• Feedback from internal and external customers

Sign-off / Approval