To provide administrative support to the Executive Manager: Learning Programmes and the entire unit.
Executive Office Administration and Coordination
- Coordinate the daily administrative functioning of the Office of the Executive Manager, including diary management, appointments, meetings and logistical arrangements.
- Coordinate incoming and outgoing correspondence, submissions and official communication.
- Prepare meeting packs, agendas, briefing notes and supporting documentation for executive engagements.
- Monitor and follow up on outstanding administrative matters assigned to the executive manager.
- Policies, systems and governance implementation.
Reporting and Performance Coordination
- Consolidate inputs from Learning Programmes units for executive, management and institutional reporting.
- Maintain a reporting calendar and monitor reporting deadlines applicable to the Office of the Executive Manager.
- Maintain an updated dashboard of correspondence, submissions, contracts, payments and reports processed through the Office of the Executive Manager.
- Track management commitments, reporting requirements and outstanding deliverables requiring follow-up.
Compliance and Records Management
- Maintain proper records of decisions made and approvals.
- Maintain an effective electronic and physical document management and filing system.
- Verify the completeness and availability of supporting documentation for submissions requiring executive approval.
Stakeholder and Strategic Programme Coordination
- Coordinate communication and information flow between the Office of the Executive Manager and internal and external stakeholders.
- Maintain updated registers of stakeholder engagements, requests, commitments and follow-up actions.
- Monitor progress on assigned initiatives and escalate delays, risks or outstanding matters.
- Coordinate briefing material, presentations and supporting information required for stakeholder engagements.
Document Quality Assurance and Administrative Support
- Review documents for completeness, accuracy, consistency and compliance with approved organisational templates.
- Conduct quality assurance of reports, presentations and submissions before submission to the Executive Manager.
- Maintain a document quality assurance and administrative support register reflecting documents reviewed and matters processed.