Senior Administration Officer needed at Financial Intelligence Centre

KEY PERFORMANCE AREAS 

Internal/external Stakeholders Coordination and Administration

• Liaise with and maintain effective working relationships with internal and external stakeholders, including support to stakeholder relationship management and report and follow up on feedback.
• Address queries from both internal and external stakeholders within the area of responsibility and ensure consistent responses to or routing of queries from internal/external stakeholders to ensure effective support to them and to the FIC 
• Assist with the organisation of conferences, workshop and other events on behalf the division/s / Ensure that the venue’s for the meetings/conferences/workshops are booked (internal/external), together with refreshments, parking and ICT equipment arrangements.
• Prepare and timely submission/updating of information for meetings / interactions and recording thereof.
• Plan, manage and coordinate and follow-up actions following from meetings/conferences/workshops and other events.
• Report on all outstanding action-items, issues/implications arising from meetings that require attention.

Office administration

• Provide general administrative functions. 
• Offer basic technical assistance to support the office information technology and logistical needs relevant to  provincial offices. 
• Ensure that all office equipment is in working order at all times / report faults for corrective action.
• Maintain filing system in compliance with Record Management policy.
• Deal with post, faxes and internal and external e-mail enquiries.
• Draft and send standard correspondence.
• Scan, photocopy and collate papers and mailings.
• Arrang documents to be scanned /printed/bulk printing arrangements.
• Timely monitoring of stock of basic items, for example stationery, paper, toner etc and ordering / storing stationery, books, equipment, and other items in line with FIC policies
• Support asset management interactions (allocation, movement, and verification), 
• Liaise with suppliers and maintain professional relationships externally and ensure timely interactions to support contractual renewals and updates.
• Follow up on staff learning and development /training interventions.
• Perform general administrative support, secretarial functions, including drafting and typing letters, memos and other documents and feedback into relevant meetings.
• Effective and timely administrative support in the capturing and processing of stakeholder requests and the acknowledgement thereof as well as updating and finalisation of matters on electronic systems.
• Timely dissemination of information/reports upon request; Assist in the accurate updating, reporting and maintenance of statistical records as per stakeholders’/clients’ expectations and as per timelines.
• Facilitate and arrange memberships & conference and training attendance. 
• Update and maintain internal databases, e.g., authorised officer database and associated correspondence.
• Allocate, monitor and feedback on divisional budget and procurement processes / budget management and utilisation aligned with policy.
• Effective financial/budget and asset and contract support / management as well as recordkeeping of financial related document 
• Arrang travel and hotel accommodation in line with FIC policies ensuring effective administration of travel requirements. 

General

• Assist with onboarding of new staff / orientate and train employees on administrative processes. 
• Provide professional support and advice to support the division/FIC if required.
• Assign work to other support staff and provide input to their performance.  
• Assign and monitor clerical and secretarial functions and ad hoc task allocated. 
• Coordinate implementation of company’s health and safety policy / risk related actions in the division / Liaise with other stakeholders when required. 
• Provide input to organizational initiatives/ projects relevant to division.
• Update contracting, supervision, and assistance with performance evaluation of subordinate as well as coaching/mentoring.
• Perform any other duties as and when required / general admin support.

EDUCATION, SKILLS AND EXPERIENCE

• Diploma plus minimum of 5 years relevant experience 
• Well organized, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
• Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position.
• Demonstrated attention to detail and strong administrative skills  
• Proactive and professional with the ability to multi-task.
• Computer literacy – standard to advanced computer literacy (word and excel)