Executive Business Assistant – CEO OFFICE, Assistante Commerciale Exécutive – CEO OFFICE, Douala, MTN

Executive Business Assistant – CEO OFFICE, Assistante Commerciale Exécutive – CEO OFFICE, Douala, MTN

Role Responsibilities/ Responsabilités du rôle

Mission/ Core purpose of the Job:

Provide administrative and coordinative support services to the office of the CEO and contribute to the smooth operation of the function.

Provide coordinative support to employees within the function of the assigned CEO. This includes stakeholder management, monitoring projects, coordinating reports, championing organizational initiatives (recognition, digital, customer centricity etc.), maintaining a suggestion program, document controller responsibilities etc.

Organize and coordinate administrative and Office management duties ensuring a pleasant work environment. Ensuring high levels of organizational communication effectiveness and Public Relations.

Staff Leadership and Management

Ability to work in a team

Accountable for meeting and prioritising own targets / deadlines

Provide information to the CEO on work accomplishments, individual / team challenges

Lead team meetings and contribute on specialist / technical areas when required

Governance

Adhoc and Operational Meeting

Participate and provide inputs in operational meetings as and when required

Set up and manage adhoc meetings for day to day operational requirements as and when required

Escalations

Timely notification of escalations to the Manager

Resolve escalations as per defined escalation / resolution procedures

Opco Operational

– Participate and provide inputs in project status meetings

Performance

Ensure effective execution of day to day operations and resolve operational issues

Improve productivity and quality through leading practice initiatives

Reporting

– Provide inputs to the Manager (as required) relating to progress made in accordance with the measurement metrics set by the organisation

Operational Delivery / Key Job Responsibilities

– Ensure management of RDV booking in accordance with the CEO

– Serves as Secretary during CEO’s Official meetings

– Assist and escort CEO during Official meetings nationwide

– Manage booking of CEO visits and meetings

– Transmission and follow-up of correspondences to request for audience.

– Follow-up of corporate ceremonies

– Request and management of corporate gifts.

– Compose and edit letters, documents, e-mails, proposal and ensure follow-up with those that require responses and follow up replies.

– Manage critical couriers under the supervision of the CEO

– Prepare agenda and meetings scheduling with internal and external stakeholders.

– Management of special assignments.

– Draw up and manage the CEO appointment calendar as requested

– Follow up organisation of BOD meetings with Company Secretary.

– Create and maintain filing systems, both electronic and physical

– Manage accounts and perform bookkeeping

Staff Leadership and Management

Ability to work in a team

Responsible for self-learning and development with guidance from the Manager

Accountable for meeting and prioritising own targets / deadlines

Provide information to the Manager on work accomplishments, individual / team challenges.

Operational Delivery

Financial

  • Support the budget optimization thrust by identifying and championing cost reduction initiatives in the execution of business operational deliverables.

Coordinate the organization of social events connected to the CEO’s office and or facilitate the disbursement of refreshments for business meetings. This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the program.

  • Encourage MTNC Vendors to patronize MTN’s products and services.

Internal Processes

Personal support to the CEO

Act as point of contact to the CEO, handling and distributing confidential mails, telephone calls, faxes, etc.

Co-ordinate and manage CEO’s calendars (travel arrangements/schedules), negotiating potential conflicts and identifying feasible alternatives and proactively coordinating pre-planning of trips with various internal stakeholders.

Perform a diversity of secretarial and administrative support activities including composing memos and correspondences, compiling reports, creation of spreadsheets and manipulation of spreadsheet data. Ahead of meetings, prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings as required.

Cross-examine documents for CEO’s review to ensure quality control and compliance to MTN policies.

Manage sensitive matters and information regarding peculiar issues within the division/function.

  • Manage external contacts and contracts for the CEO proactively understanding who they are, which priority contacts are and keeping track of periodic communication needed for priority contacts.
  • Anticipate the CEO’s needs and proactively bring together appropriate people and resources to support in addressing issues.
  • Coordinate the flow of the CEO’s visitors, manage phone calls and ensure proper arrangements for meetings.

Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.

Provide reports as requested.

Any other assigned duties

Support to the Division

Support projects by monitoring the implementation of key operational projects and initiatives within the division.

Update divisional structure by ensuring that exits and/or new hire information is inputted in the divisional structure within 2 days.

Development of Minutes for Management meetings. In addition, provide proper logistics support and facilitate the process to ensure the smooth running of the meeting. In addition, follow up on minute actions, coordinate responses and escalate where required.

Act as document controller of the division – entails having a clear understanding of the divisional Processes, Policies and Procedures and knowledge about accessibility/storage.

Assist in the development of key team presentations as may be applicable.

Champion and drive a culture of the Vital Behaviours, Recognition, Customer Centricity, Innovation/Knowledge Sharing, Digital etc.

Organize and coordinate workshops, break-away sessions and other team activities.

Maintain and coordinate the supply of office stationery and equipment for all Units in the department.

Customer

Personal support to the HOD

Collate relevant activity reports from the different departments for the CEO’s review.

Develop presentations required by the CEO for his/her presentations. In addition, compile documents for the CEO as part of outcomes from meetings and workshops (in both cases, coordinate inputs from various stakeholders)

Respond to enquiries from MTN Group, CEO’s office and other HOD’s offices as applicable.

Respond to customer queries and requests and escalate to the assigned manager/HOD as applicable.

Collaborate with support functions to ensure that the division is run effectively. This includes organizing the office layout and arranging for necessary repairs as applicable.

Prepare meeting/conference logistics and host visitors on behalf of the CEO.

People

Continuously seek self-professional development to sharpen skills and capabilities in a versatile and evolving digital landscape.

Foster active collaboration and relationships with employees across all levels and divisions in line with MTN’s VB and values.

Maintain a suggestion/feedback program to enable continuous improvement and drive a culture of innovation.

Education / Business Degree

Minimum of 3-year degree in Business Management any Social Science or law

Fluent in French and English

Excellent at documentation

Work Experience

Minimum of 2 years’ experience supporting Heads of Function in a multinational corporate Environment.

Experience in handling high level representatives of Corporate Partners (government, international institutions, business groups…)

Experience working with Boards of Directors would be an advantage.

Training

Stakeholder Management

Budget management (basics)

Internal Systems

Competencies

Knowledge

MTN Business environment

Good understanding of business priorities

MTNC Key stakeholders

Key stakeholders in MTN Group

Basic legal knowledge

MTNC policies and processes

Skills

Very high sense of discernment, good judgment

Very high sense of priorities

Very high sense of confidentiality

Strong pro-activity on requests and issues

Strong interpersonal skills

Attention to details

Effective organization and planning skills

Excellent written and verbal communication skills in French and English.

Ability to communicate effectively with all levels of employees and outside contacts

Solution Provider

Problem Solver

Quality Enabler

Culture and Change Champion

Caring People Employee

Relationship Manager

Results Achiever –

Operationally Astute

Behavioral Qualities

Trustworthy

Achiever

Customer-centric

Excellent presentation

Postuler (Apply for the job) sur son site Internet: https://www.linkedin.com/jobs/view/2788001397/

The Weekly Job Report, Le rapport de travail hebdomadaire, 08/11/2021: https://afriquejobs.com/2021/11/07/the-weekly-job-report-le-rapport-de-travail-hebdomadaire-08-11-2021/

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