Temp: Divisional Admin Assistant needed at The National Film and Video Foundation

Qualification & Experience:

• Diploma or Certificate qualification in Office Administration/Management, Secretarial, Personal Assistance or any related field.
• 5 – 8 years in a secretarial, office management, personal assistant or executive personal assistant role. 

Key Responsibilities:

Communication and Stakeholder Liaison:

• Manage all administrative communication within the department
• Ensure workflow management by championing the updating of departmental reports amongst the managers
• Act as the point of contact between the Operations department and other interdepartmental stakeholders for all administrative requirements
• Arrange communication to and follow-up on all the divisional and departmental meetings with the relevant stakeholders
• Distribute all the departmental correspondences/information to the relevant Operations internal and external stakeholders
• Provide updates on relevant matters during the Ops weekly meetings
• Distribute meeting minutes to the relevant stakeholders
• Follow-up on action points discussed in meetings

Departmental Administration:

• Provide administration support for the department (Events, Marketing & Communications, Compliance & Research, Partnerships & Distributions and Special Projects – PESP)
• Compile and requisition all the departmental financial requirements to Finance for processing
• Follow-up on the approval and payment of departmental petty cash requisitions
• Support departmental stakeholders in drafting and vetting documents
• Record minutes at the departmental meetings and share the action points with the relevant stakeholders
• Requisition and facilitate for all the departmental stationery supplies
• Facilitate all the departmental travelling arrangements
• Provide ad-hoc administrative support to the Operations department
• Manage the hybrid working calendar for the department
• Manage travel arrangements for the department

Facilities Support:

• Manage the replenishment of office supplies in the pause area
• Manage the replenishment of stationery for staff
• Act as liaison between NFVF and the landlord for building related concerns
• Head of Department (HOD) Administrative Support:
• Act as the Personal Assistant to the Head of Operations
• Manage the HOD’s diary
• Manage document control (sign-off) of all documents requiring the HOD’s sign off
• Ensure the submission of weekly reports from the Managers to the HODs
• Act as key liaison between the HOD and Managers
• Touch base with HOD on matters requiring her attention that are yet to be actioned
• Manage travel arrangements for HOD

Records Management:

• Store all the internal and external correspondence in a shared drive
• Record and update incoming and outgoing correspondence with the department’s stakeholders
• Store all meeting minutes in a shared drive
• Ensure fully signed documents initiated by Operations return to the department (Project Plans, Memorandum of Understandings, Contracts) and are shared with relevant managers

Audit Responsibility:

• Administration management of the department’s audit information as per the APP deliverables for the benefit of internal and external audit assessments.