Job Specification

Job Purpose

Provides highest level clerical and technical administrative support to Information Technology (IT) Manager and wider personnel within the IT Department when required.

Job Context & Major Challenge(s)

• Ensure governance to be complied within the nominated department and ensure confidentiality of information between various Departments and/or Divisions to be maintained.
• Many internal and external (QE, other SHs) stakeholders with complex interfaces to be managed.
• Operates in a multi-cultural, multi-national environment requiring maturity and good communication skills.
• Works under direct supervision.

Key Job Accountabilities

• Maintains and handles database to maintain accuracy, quality checks and verifies reliability of information sources for the database.
• Prepares data of complex nature in order to generate required report charts and presentation.
• Maintains, organises, analyses, updates and retrieves data from SAP, Access, appropriate data files and update records accordingly in SAP and/or other corporate systems.
• Anticipate, identify and resolve information processing and handling problems proactively in order to avoid surprises.
• Responsible for the transcription and production of written correspondence as directed. Prepares correspondence for approval/signature and ensures all correspondence is correctly dated, referenced and filed according to standard procedures.
• Utilises relevant IT systems and desktop products to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
• Initiate and delivers appropriate paperwork to advise customers, superiors and more junior staff. Provide support to more junior staff in order to train them.
• Arranges management meetings, including booking rooms and conference facilities, publication and management of Agendas, minute taking and circulating actions.
• Collates contract performance data and creates standard reports to aid identification of improvement opportunities.
• Verifies budget allocation for IT purchase/contracts and maintains required financial records, using appropriate tools, for compliance and audit.

Person Specification - Minimum Requirement

Qualifications

• Secondary school (12 years) formal education.

Knowledge and/or Experience

• 6 years of relevant experience.
• Very good knowledge of standard computer software.
• Knowledge of some financial and budgetary processes.

Technical and Business Skills

• 6 years of relevant experience.
• Very good knowledge of standard computer software.
• Knowledge of some financial and budgetary processes.