Office Support

Description:

PRIMARY PURPOSE

To facilitate the smooth functioning of the regional office and to provide logistics support through the managing of information, scheduling, handling of enquiries, preparation of correspondence and other written reporting tasks

Qualifications and Key requirements:

• Secretarial Diploma - Diploma in Business Administration/Management or equivalent
• 5 years’ experience as an Office Administrator
• 2 - 5 years’ experience as an Office Administrator with exposure to Facilities Management responsibilities;
• 2 years’ supervisory experience
  
  

Job Knowledge:

• End user Computer
• Service providers for maintenance processes
• Basic Supply Chain Management processes

Key Result Areas:

• Ensure the office layout is suitably designed and resourced to support the operations plans
  
• Manage office equipment (e.g., photocopiers, printers, etc.) through regular and appropriate interaction with relevant service providers
  
• Liaise with the relevant units to ensure smooth running of the office requirement Office running smoothly
• Coordinate the setting up of employee’s workstations and the collection of company property from exiting employees
  
• Communicate building requirements with building administration service providers
• Facilities and building requirements up to standard
• Oversee the day-to-day logistics of the office e.g. meeting calendar for the boardroom, provision of refreshments etc.
• Smooth running of meetings
• Ensure that supplies are ordered and there is sufficient stock available

Support the Manager:
Facilities & Securities in the planning, developing and implementing of facilities and security policies, procedures, plans and programs, including but not limited to:
➢ Occupational Health and Safety
➢ Emergency Response and Crisis Management
➢ Physical Security
➢ Information Protection
➢ Incident Management and/or Investigation
➢ Cleaning procedures

Requirements:

• Secretarial Diploma - Diploma in Business Administration/Management or equivalent
• 5 years’ experience as an Office Administrator
• 2 - 5 years’ experience as an Office Administrator with exposure to Facilities Management responsibilities;
• 2 years’ supervisory experience
  
  

• End user Computer
• Service providers for maintenance processes
• Basic Supply Chain Management processes

• Ensure the office layout is suitably designed and resourced to support the operations plans
  
• Manage office equipment (e.g., photocopiers, printers, etc.) through regular and appropriate interaction with relevant service providers
  
• Liaise with the relevant units to ensure smooth running of the office requirement Office running smoothly
• Coordinate the setting up of employee’s workstations and the collection of company property from exiting employees
  
• Communicate building requirements with building administration service providers
• Facilities and building requirements up to standard
• Oversee the day-to-day logistics of the office e.g. meeting calendar for the boardroom, provision of refreshments etc.
• Smooth running of meetings
• Ensure that supplies are ordered and there is sufficient stock available