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Job Summary

To deliver operational and administrative support services through the execution of predefined objectives as per agreed standard operating procedures (SOPs).

Job Description

Customer Service – 50%

·       Authorize and process all request from project staff in the area of Sales support, recruitment

and selection, training within the required authorities and standards as agreed with line

manager.

·       Respond to routine correspondence from internal / external customers  relating to an area of

project management support and HR.

·       Greeting and directing visitors, answering phone inquiries and handling complaints in a

courteous, professional manner

·       Maintain recruitment database and correspond with potential applicants; including feedback

letters within timelines

·       Deal with and respond to queries/complaints from staff regarding specific areas of Project

Administrative and HR services

·       Assisting with Induction of new employees -undertake on-boarding/day 1 HR induction for new

employees; ensuring new joiners receive appropriate new joiner documentation, opening of bank

account etc

Outputs:

Administrative Support – 45%

• Responsible for overall administration of the Absa Young Africa works office – preparing administrative reports including minute taking, issuing of letters; manage meeting room, confirmation, exit responses,
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times
• Will undertake appropriate distributing and storage of project correspondence,  documentation for recruitment processes
• Maintain up to date records of files and filing systems  including updating physical/electronic registers and filing. Ensure to do logging, filing and tracking of all  requests, and selection processes
• Planning in-house or off-site activities, like conferences, meetings, and celebrations
• Ensure prompt updating of relevant administration and HR Information systems, and control of information
• Coordinate and liaise with Head of SME – assist with meeting planning, communications, and minute taking
• Responsible for coordinating schedules, arranging meetings, distributing memos and reports whiles ensuring that project staff are kept up to date on news and information.
• Draft routine correspondence and access cards related to office facilities
• Overseeing the general workers responsibilities and ensure that the project office is kept clean at all times and ensure office orderliness and professional appearance
• Other additional administration, finance and communications tasks, as requested

team Management – 5%

• In some cases responsible for up to one member of staff

Education

Higher Certificates and Advanced National (Vocational) Certificates: Business, Commerce and Management Studies (Required)