Overview of position
Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.
Role objectives
- Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
- Respond to standard queries and provide timely and accurate guidance.
- Process and manage routine administrative and financial tasks in various functional areas,
- to contribute to the effective and timely management of resources
- Manage and maintain records and databases, to ensure information is organized and readily available for staff.
- Maintain relationships with a range of individuals through provision of business support.
- to assist in information sharing and service delivery to staff.
- Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
- Contribute to improvement of business procedures and processes.
- Collect and perform basic analysis of data to contribute to quality business information management.
- Provide guidance to junior colleagues in performing their duties.
Project reporting
- reporting line may be to the Head of Unit, Chief, or the designate.
Key competencies
- Leads by Example with Integrity
- Upholds our client’s values, principles, and standards.
- Demonstrates our client’s values, principles and standards.
- Respects others and values diversity
- Values diversity using respectful and inclusive language.
- Stays focused and calm under pressure.
- Stays focused and calm when under pressure.
- Demonstrates humility and a willingness to learn.
- Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop.
Drives Results and Delivers on Commitments
- Delivers results for maximum impact.
- Is accountable for the delivery of results.
- Delegates appropriately.
- Seeks guidance and support where needed.
- Adapts readily to change.
- Adapts readily to change adjusting work as needed.
Fosters Inclusive and Collaborative
- Is inclusive and collaborative.
- Promotes teamwork by sharing ideas and openly raising issues.
- Gives timely and constructive feedback.
- Gives timely and constructive feedback to others.
- Builds and shares new perspectives.
- Listens attentively to others and shares views.
Applies Strategic Thinking
- Communicates and fulfils Our clientss vision.
- Embraces Our clients’s vision and how it impacts their role.
- Embraces curiosity and new ways of doing things.
- Shows curiosity and implements new ways of doing things when relevant.
- Analyses and evaluates data.
- Gathers data and shares knowledge to inform team activities.
- Considers the impact of decisions.
- Asks questions to understand the impact of decisions for their objectives.
Builds and Maintains Sustainable Partnerships
- Builds partnerships.
- Acts professionally with external partners.
- Collaborates to deliver common objectives.
- Works together with partners to deliver common goals.
Knowledge & Skills:
- Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
- Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
- Ability to carry out basic data analysis and independently rectify problems requiring attention.
- Ability to monitor and record financial transactions.
- Good communication skills required to give and receive information andwork with a variety of individuals.
- Ability to maintain confidentiality.
Desired experience for entry into the role:
- Experience maintaining corporate systems and running queries on ongoing shipments, pipeline information, insurance claims, and food stock.
- Experience in administering third party service providers’ contracts.
- Experience in compiling contract documentation.
- Experience in contract execution.
- Experience in budget monitoring and reporting.