QUALIFICATIONS
Grade 12.
National Diploma in Business Administration, Management, Public Administration, or a related field.
EXPERIENCE
Minimum of 3 years' experience in an administrative, secretarial, or office support role, preferably in a secure, defence, or highly regulated environment.
Experience in managing diaries, travel arrangements, and meeting coordination for senior staff.
Familiarity with document preparation, reporting, and basic financial or budget tracking.
Experience in working with classified material, system-based reporting, and database management.
Previous exposure in stakeholder liaison within a sensitive or security-controlled environment.
KEY RESPONSIBILITIES
Office Administration & Daily Operations
Manage day-to-day administrative functions of the office, including correspondence handling, filing, and office supplies management.
Coordinate and schedule meetings, appointments, and events for division ensuring optimal use of time and resources.
Handle travel arrangements, accommodation, and logistics for executive staff in compliance with company policies.
Maintain office equipment and liaise with IT and facilities teams to ensure a fully functional work environment
Document & Information Management
Prepare, format, and proofread documents, reports, presentations, and briefing materials for executive review.
Maintain organized electronic and physical filing systems, ensuring confidentiality, version control, and easy retrieval of information.
Assist in the compilation and distribution of meeting agendas, minutes, and action logs, ensuring follow-up on key decisions.
Support the management of executive communications, including drafting routine correspondence and managing email prioritization.
Stakeholder Coordination & Communication
Serve as the first point of contact for internal and external stakeholders, demonstrating professionalism and discretion.
Facilitate effective communication and coordination between the Division and internal business units, as well as external stakeholders.
Assist in the coordination of cross-functional meetings and events, maintaining alignment with divisional priorities.
Process Support & Compliance
Support the implementation and adherence to office protocols, governance frameworks, and administrative policies across the Offices.
Coordinate the preparation, consolidation, and submission of divisional performance reports.
Assist in monitoring office budgets, processing expenses, and maintaining comprehensive records of expenditures.
Provide administrative support for financial planning, including tracking allocations, monitoring spend against approved budgets, and reporting on variances.
Contribute to the continuous improvement of office procedures, workflows, and the adoption of digital tools to enhance operational efficiency and compliance.
Support the development, coordination, and implementation of operations plans in alignment with Divisional priorities.
Project Administration & Coordination
Provide administrative support for project planning, tracking, and execution, ensuring documentation, schedules, and milestones are accurately maintained.
Assist in preparing project status reports, risk registers, action lists, and implementation updates for timely decision-making.
Coordinate project logistics, including meetings, workshops, and stakeholder engagements, to ensure smooth execution.
Facilitate cross-functional collaboration by maintaining effective communication between project teams, divisional units, and stakeholders.
Maintain an organized filing systems and databases for project materials.