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• Information to information Centre.
• Update/maintain Lists of Approved Sub-Consultants.
• Keep and maintain clear and concise Records for Auditing.
• Client Satisfaction Surveys.
• Maintain IMS Audit Register and coordinate responses to
  non-conformance with IMS team.
• Maintain List of Responsible staff for Project.
• Register of Sub-Consultants with FP&A.
• Arrange for Collection of Tender Documents.
• Tender Documentation Compilation and liaise with Strategy and Growth
  to ensure that the latest version of all company documentation used is for
  tender purposes.
• Petty cash for purchase of tender documents.
• Sales force capturing/maintenance.
• Maintain Tender Bid Register.
• All Travel and accommodation Arrangements.
• Ordering of Flowers / Snack Baskets.
• Updating of BU Staff Register.
• Ensure that BU CV’s are updated every 6 months (January and July)
  and that these are placed on the server and available to Strategy and
  GROWTH for use in tenders.
• Relevant information to new starters.
• Monitor and record keeping of leave.
• Workflow Changes in Oracle.
• Ensure that all Timecards are entered timeously before the weekly deadline.
• Maintain and update Information in electronic Library.
• Assist with completion of IT request Forms.
• Manage information on BU drive on the server (e.g. correct use of
  sub-folders, maintain tender folders etc.).
• Paper filling where applicable.
• Binding/Copying Documents.
• Messenger Delivery/Collection Notes.
• Order Stationery and Check for accuracy of the order when delivered.
• Monitor the usage of stationery.
• Arrange for Courier where applicable.
• Assist with completing and submitting training applications.
• Ensure that vendors for external training and other services are
  registered with FP&A.
• Follow up on payments to vendors for external training.
• Maintain training register and submit periodically to HR.
• Assist with financial management:
• Assist with financial reports as required.
• Submit to F&A & Follow-up on Payment of Invoices.
• Timecard Management and month end duties as required.

• With the Business Units/PMs, prepare meeting agendas and supporting
  material for distribution.
• Ensure the timely distribution of material to the attendees.
• Booking of meeting rooms and providing refreshments /catering where
  applicable.
• Arrange venue and catering for marketing and other BU functions
  where applicable.
• Support the BU with meeting, travel and other arrangements.
• Draft minutes of BU meetings for review by the BU Leader or any of
  the PMs as required.
• Create action list for management staff from board meetings.
• Maintain Birthday Calendar of all resources in the BU and update BU
  Leader daily.

• The applicant for the Office Administrator job must hold a Degree.
• Proficiency in the use of computer programs
• MS Office (MS Word, Excel, Power Point, Outlook etc.).
• Oracle.
• E-mail – Outlook.
• Internet.
• Proficiency in the use of office equipment:
• Computer.
• Voice messaging systems.
• Photo copier.
• Proficiency in office management 
• Prior logistics and coordination
  experience.

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