Team Administrator (Shared)

Provide end-to-end administrative support, consolidate reports, and maintain the records management system for the unit.

Key Responsibilities

1. General Administration
   • Provide administrative support to the unit: manage day-to-day activities, diaries, meetings, and refreshments.
   • Take minutes, distribute for inputs, and follow-up on actions.
   • Perform administrative duties including typing, editing reports, confidential correspondence, filing, faxing, photocopying.
   • Serve as secretariat for internal committees, ensuring governance compliance.
   • Coordinate and assist in preparing submissions to boards, management committees, and ad-hoc resolutions.
   • Manage travel arrangements and claims processing.
   • Handle general queries, answer calls, and administer procurement processes.
   • Assist in preparing reports and presentations.
   • Coordinate internal audits and monitor activities.
   • Collaborate on external stakeholder events.
   • Process invoices and related tasks on SAP.
2. Monitoring Unit Plans and Reporting
   • Coordinate and prepare unit’s balanced scorecard and track plans.
   • Assist in budget preparation and monitoring.
   • Support project management tasks and administration.
   • Prepare reports on activities, expenses, and budgets.
   • Maintain advanced record-keeping and database systems.
   • Manage service providers’ database.
   • Perform other administrative duties as assigned.

Key Measurements of Outputs

• Timely and efficient team support.
• Quality of reports and presentations.
• Effective budget management.
• Accurate document generation.
• Minimal administrative errors.
• Efficient record-keeping and retrieval systems.

Requirements & Competencies

Minimum Qualifications: Diploma in Administration or equivalent; 5+ years’ experience; advanced MS Office skills.

Desired: Project Management qualification; SAP Procurement experience.

Technical Skills: Computer literacy, effective written communication, report writing, planning, organizing, policy adherence, project management, data analysis.

Personal Attributes: Achievement orientation, attention to detail, customer service focus, self-awareness, teamwork, and cooperation.

The organization encourages applications from designated groups, especially people with disabilities. The culture emphasizes logical thinking, interpersonal skills, urgency, results orientation, collaboration, emotional resilience, accountability, and responsible risk management.