Executive Secretary

**Role purpose**:
Provide secretarial and administrative support to the ME: Regulatory Affairs & Public Policy team and key stakeholders. Including streamlining activities, outputs, and outcomes in the office of the ME Regulatory Affairs & Public Policy (RA&PP).

**Your responsibilities will include**:
**General accountabilities**:
Manage the diary, mailbox and document archive of the ME RA&PP..
Compile, co-ordinate and manage logistics of (facilities and VC equipment) internal and external meetings, and conference calls.
Scheduling of meetings - attend to all logistics, notifications, invitations, and confirmations. Manage traveling time and ad hoc interruptions (last minute changes and rescheduling).
Support with VC (including EVO) administration, ensuring that purchase orders are raised timeously, purchases are within budget and suppliers are paid on time.
Assist RA team on administrative policies and budgeting guidelines and calendar deadlines.
Assist ME with the preparation of RA and other workshops. Oversee event management, and logistics all internal and external participants.
Manage stationary and liaison/entertainment requirements of the RA team, and ensure equipment (printers and other) is in a working order.
Report and assist in addressing IT requirements and network access.
Maintain a comprehensive filing system of internal meetings and team workshops. Archive notes, minutes, documents and attendance registers.
Oversee travel and accommodation arrangements for both local and international flights.
Reconcile credit and other expenses. Oversee timely submission of expenses, and confirm out-payments.
Track RA team tasks and work-in progress, and report on work-in progress, following weekly team meetings.
Attend to ad hoc customer complaints (internal and external) - refer to appropriate internal division
Manage reporting calendar - including reports to EXCO, Risk, Vodafone, etc. Send alerts as appropriate.
Address and appropriately refer senior management requests. Available to assist with ad hoc tasks after hours, within reason.
General ad hoc office support

**RA specific accountabilities**:
**Managing RA Registry**:
Analyse, monitor and record alerts, publications, notifications, announcements, and gazettes impacting on RA areas of responsibility.
Conduct high level overview and timely inform (and appropriately capture on RA calendar) relevant RA team members of Ministerial, Parliamentary Committees, Government departments and/or Regulatory Authorities announcements, publications, hearings, notification, findings or any other, which may impact on VC and/or Vodafone
Document and reference all correspondence sent and received from Ministers (DoC and DTPS), Parliamentary Committees, Government departments and Regulatory Authorities. Confirm delivery and maintain record of receipts.
Capture and document RA planned actions in response to alerts and other. Report on the progress made with tasks and send alerts on deadlines.
Distribute and track all internal document and memos to EXCO (and other) drafted by division on alerts and other.
Manage and appropriately archive all submission (including original signed copies) and associated working papers, for future reference purposes.
Index and make available links to all RA material, both on site and via remote access by RA ME and EHoDs. These would include all Laws, Regulations, Submissions, Working Papers, Notes, Correspondence, etc.
Manage RA’s compliance calendar - list and track compliance reports submitted in accordance with Regulations and VC’s licence terms and conditions.
Maintain contact points (addresses and persons) at the offices of Minister, Departments, and Regulators. Alert RA team of any changes.
Compile monthly report on all activities within RA for submission to EXCO, CEO and CRO offices. This report to reflect submissions, presentations, meeting notes, etc.
Maintain library of research/study documents published by reputable and important stakeholder organisations. These would include GSMA, ITU, BMI-T, SADC, researchICTAfrica, etc.
Document and distribute meeting notes between RA team and other stakeholders (e.g. ICASA, Government, SACF, etc.) as applicable.
Maintain stakeholder engagement register, which should indicate for all external stakeholders relevant contact info, related personal info, photo, position, reporting line, contact info, PA support, etc.

**Must have technical / professional qualifications**:
Matric (essential)
Relevant degree or Diploma
Project management qualification
Secretarial certificate/diploma or equivalent qualification (essential)

**Job Experience**:
Minimum of 3-5 years’ experience at executive level, experience within a legal firm or regulatory body would be an advantage
Must have experience in dealing with Directors and Senior Leadership team members

**Job Knowledge**:
Microsoft Office - Word, Outlook, Excel and PowerPoint, Microsoft Project, Internet etc. (essential)
IT/Telecommunications environ