Division Administrator

**Job Advert Summary**:
To provide a professional, efficient and accurate administrative support service for the effective functioning of Group Strategy Business Unit Division. To ensure compliance of the Group Strategy Business Unit to legislative/ regulatory and functional requirements.

**Minimum Requirements**:
Minimum 3-year National Diploma/ Degree in administration or relevant qualification

**Experience required**:
No experience required.

**Primary Duties**:

- Prepare documentation, schedules and correspondence taking required initiative to produce accurate spelling, grammar and professional layout of documents.
- File and retrieve strategic and administrative documents/ files /paper in filing cabinets or word processor using categorisation methods that facilitate efficient retrieval.
- Distribute documents to various stakeholders as required.
- Perform ad-hoc administrative duties e.g., photocopy documents etc. for manager and assist staff with ad-hoc administration as agreed by manager.
- Order stationery, equipment and other supplies for consumption in the Division and ensure delivery.
- Coordinate travel arrangement and assist in preparing subsistence claims for the Division.
- Keep inventory control records of quantity in stock, ordering levels, goods on order in accordance with laid down procedure.
- Oversee equipment maintenance e.g. Photocopy machine, fax machine, etc.
- Conduct moveable assets audit for the Division quarterly.
- Liaise with service providers to ensure delivery of work as per the service level agreement.
- Take minutes of meetings organised by the Division, type and distribute them, compile Agenda for the meeting and make catering arrangements.
- Assume a role of a focal point for information of the Division.
- Assist with collation, verification and consolidation of information in support of the work of the Division (information received from other Business Unit).
- Assist with drafting of reports related to the Division processes.

**Knowledge**:

- Office administration
- Computer literate
- Record keeping
- Database management
- Communication skills (report writing and verbal)

**Skills**:

- Typing
- Filing
- Interpersonal
- Work independently

**Attitude**:

- Maintain Confidentiality
- Retain professional image at all times and particularly in stressful situations
- Integrity/ Honesty
- Dealing with difficult people
- Dealing with unrealistic demands
- Customer Service orientation
- Proactive
- Initiative