Manager: Administration and Support

Preference will be given to suitably qualified **African Female** applicants in line with our Employment Targets and our commitment to diversifying our workforce.

KEY PERFORMANCE AREAS

TECHNICAL
- Oversea the FIC stakeholder liaison and relationship management within the Office of the Director
- Monitor the FIC’s stakeholder engagements and stakeholder participation requirements for such engagements
- Assist with and ensure the Director’s administration requirements are fulfilled as they may arise
- Monitor meeting decisions implementation and priority matters notification, including the monitoring of the FIC’s internal stakeholder documentation filing and security
- Coordinate parliamentary liaison services within the Office of the Director- Monitor legislation and parliamentary proceedings compliance on behalf of the Director and the FIC.
- Facilitate the parliamentary questions response processes
- Assist with, monitor and check on parliamentary reporting
- Director’s office strategic communications- Monitor and coordinate the quality controls of the Director’s directives and communications
- Assist with Director communications drafting and preparation
- Manage the coordination and administration of FIC management meetings and committees for which the Director is responsible- Schedule and monitor management and committee meetings while ensuring that attendance to such meetings is adhered to
- Prepare meeting agendas and document packs preparation and distribution for management and related committee meetings
- Attend and minute or receive and administer meeting minutes
- Facilitate the implementation of meeting decisions and action plans through engaging the relevant stakeholders
- Director’s office documents- Develop and maintain the Office of the Director’s office records
- Monitor and control document tracking system utilisation for the FIC
- Address, resolve or re-direct mail and document enquiries
- Determine and notify on incoming priority matters
- Monitor and control correspondence and documents indexing and filing
- Monitor and control records classification, management, and disposal
- Liaise and engage with Minister Office where applicable
- Quality check documents received by Director to ensure compliance to FIC policy framework

MANAGEMENT
- Delivery and success- Develop and execution of delivery plans within policy, precedent, and standards to achieve objectives and reporting on achievements in terms of work plans as and when required.
- Makes changes to improve performance and reduce risk
- Anticipates and resolves problems to ensure targets are achieved within agreed deadlines and standards
- People management- Manage and lead team(s) output using own judgment and experience to offer independent, prompt solutions to a variety of highly complex investigative assistance and the ability to act within defined freedom, exercising appropriate options in terms of risk management.
- Manages workflows and plans and ensures clarity around accountabilities
- Ensure that the areas objectives are met by scheduling and prioritising the activities, allocation of work, resourcing and individual’s performance so that the highest level of output and quality is achieved
- Planning and organising- Directly plans and reports on units’ outputs; Identifies any possible deviations and problems which will affect output and develops and implement alternative plans
- Develops and plans functional units quarterly plan in line with the area’s annual targets
- Reports on work plans - achievement of quantity, quality, and time targets
- Prepare and report on budget and expenditure
- Resources management- Manage allocated resources to ensure effective and efficient delivery
- Makes recommendation on resources and budgetary requirements for annual planning purposes
- Controls costs through effective management of principle business or operating process variables
- Operationalises plans and deploys resources to meet clearly calculated plans and objectives over a typical bi-annual horizon