Vodafone Is Hiring: Executive Secretary: HRBP Commercial – South Africa
Role purpose:
Manage the business administration and project support function within the office of the Managing Executive HRBP Commercial and serve as the primary point of contact for this office.
The role will provide administrative and operational support to the function. This position is responsible for maintaining a well-organised and efficient office environment, managing HR documentation, and contributing to the overall success and people goals for the functions it supports. Additionally, it includes a focus on coordinating and collating data-driven PowerPoint presentations, demonstrating expertise in Excel, management of the executive’s diary and travel administration as well as be the liaison between the ME office, Internal Business Units.
Your responsibilities will include:
Administrative Support:
Real time email management and prioritisation
Manage and facilitate the ME’s calendar to arrange appointments, meetings and conferences
Ensure that the ME is well prepared for meetings (includes ensuring documentation is given to the ME well ahead of the meeting)
Monitor that all documents and information required for governance forums are submitted timeously for review by the ME (this includes reminding the CO of deadlines ahead of the deadline)
Devise and maintain office management systems, including data management and filing
Administrative support during meetings in terms of accurate minute taking
Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
Co-ordinate reports that may require input from all departments and is presented to the Executive
Type, compile, edit and proofread documents as requested by the ME in accordance with Vodacom guidelines.
Prepare HR documents, reports, and presentations for projects/activities managed from the ME HRBP Commercial office.
Collate data for reporting when required across Regional Operations, CBU, VB, Cops and Fixed Services
Assist the ME with various functions including project management and coordination
Budget and Expense Management
Assist the ME with budget OPEX and CAPEX budget administration for their cost centre
Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures
Ensure that tax invoices and receipts are collected for payment purposes
Expenditure to be reconciled in accordance with source and reference data
Process reconciliations and payments within turnaround time
Process expense reports
Budget transfers
.
Travel Management
Manage all travel for local and international trips
Prepare the ME’s itinerary for all trips
Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex
Collaborative support:
Assist the HRBP team in implementing HR strategies, policies, and initiatives specific to the Commercial functions.
Collaborate with cross-functional teams to ensure HR practices align with business objectives.
Tracking and reporting for all strategic projects that resides in the ME office
Records Management:
Organise and manage HR documentation, ensuring compliance with data protection regulations.
Monitor progress against assigned strategic initiatives and deliverables report on deviations or risks that could derail the achievements against targets
Coordination and Event Planning:
Assist in planning and organizing HR-related events, such as onboarding sessions, training workshops, and employee engagement activities for the HRBP Commercial team and Western Region
Coordinate logistics for HR meetings and team engagements
Compliance and Policy Adherence:
Assist in ensuring that HR practices are compliant with company policies and relevant employment laws.
Understanding of HR policies, procedures as well as HR calendar
The ideal candidate for this role will have:
Matric
Secretarial Certificate / Diploma essential
A relevant business qualification will be advantageous
Minimum of 3 -5 years secretarial experience which includes:
A minimum of 2 years’ experience as a PA supporting a Senior Executive or equivalent in a listed company
A minimum of 1 years working in a (BU specific) related environment
Project management experience
Job Knowledge:
Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)
Knowledge of office management (essential)
Knowledge of IT/Telecommunications environment (advantageous)
Financial administration experience
Knowledge of SAP EVO (advantageous)
Project management and project coordination
Job-Related Skills:
Excellent administration skills
Excellent organisational skills
Excellent oral and written communication
Ability to pay attention to detail
Ability to maintain confidentiality at all times
Ability to work under pressure and meet tight deadlines
Ability to work independently
Results orientated and self-motivated
Forward thinking and proactive
Ability to execute multiple activities simultaneously
Closing date for Applications: 29 November 2023.
The base location for this role is Century City, Cape Town.