Project Coordinator/Executive Assistant

Key Job Responsibilities

Administrative 

• Participates in the development and implementation of the department’s corporate/strategic and operational plan, project charters and budget.
• Contributes to the development, review and implementation of operational systems and procedures to guide the functions of the department.
• Prepares, collates and binds reports, memoranda and other correspondence/documents, and dispatch as required.
• Creates spreadsheets, charts and graphs for reports/presentations, as directed or needed.
• Plans and organises meetings as required, as well as prepares the Minutes.
• Maintains a diary of events for the department.
• Manages the leave roster for the department.
• Maintains a log of incoming and outgoing correspondence for the department.
• Accepts/screens and makes telephone calls and directs same to respective team members in the department where necessary.
• Maintains the appointment calendar of directors and managers within the department and ensures appointments are kept.

Technical/Professional 

• Monitors projects/tasks/assignments for which the Department is responsible.
• Liaises with Unit managers to ensure that monthly/quarterly reports are accurately prepared and submitted in keeping with the established deadlines.
• Develops and enforces systems for monitoring compliance with the OUR’s QMS.
• Prepares and responds to audit queries.
• Ensures timely updating of the common departmental database.
• Conducts research as directed.
• Maintains an effective records management system in accordance with the organisation’s information/ document management programme.
• Monitors the progress of contracts, including adherence to set timetables.
• Assists the OUR to maintain its Quality Management System certification through continual improvement of systems and processes.

Required Education and Competencies

• BSc. Degree in Business Administration or Management, or equivalent qualifications.
• Minimum of four (4) years’ experience in an administrative position reporting to a senior executive.