Administrator at Britam

Job Purpose:

• The role will serve as a point of contact and link between directors, managers, internal departments, and external parties, including vendors, and customers. 
• The role will handle clerical and administrative duties, analyze and improve office processes and policies, and ensure that the office operates smoothly.
• The role holder will also assemble and summarize data for reports as well as drive process improvement and initiatives that impact the function. They will work closely with team members to ensure that all project requirements, deadlines, and schedules are on track.

Key responsibilities:

• Act as the first point of contact for the Finance Director, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the Director.
• Provides a bridge for smooth communication between the Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Provide sophisticated calendar management for the Director. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements. 
• Organizing and coordinating all logistics for the Director’s meetings (both internal and external).
• Develop and maintain the Director’s office paper and electronic filing and information systems.
• Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
• Draft routine correspondence on behalf of the Director.
• Coordinate the preparation of both local and international itineraries for the Director and confirm travel bookings and hotel reservations.
• Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
• Coordinating events and projects by providing administrative support for all events managed by the Segment/Function.
• Provide creative alternatives and recommendations to reduce costs.
• Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
• Assemble and summarize data to structure sophisticated reports on financial status and risks.
• Consult with management to guide and influence long term and strategic decision making within the broadest scope.
• Coordinate the teams and processes to ensure that Finance segment projects are delivered on time.
• Coordinating internal resources and vendors for the flawless execution of projects.
• Maintain efficient and effective communication channels between the Director’s office; the Board and other departments and external customers to ensure professional interface and superior customer service.
• Receive and collate emerging issues from all stakeholders for the Segment/Function.
• He/she will also be the custodian of all the EXCO reports for the Segment/Function.
• Provide administrative support for the Finance Team.
• Delegated Authority: As per the approved Delegated Authority Matrix.

Key Performance Measures:

• As described in your Personal Score Card.

Knowledge, experience and qualifications required

• University degree in Finance, Actuarial, Mathematics or other business related degree
• 4-6 years’ experience as a Personal Assistant to a Head of Department/Division in a blue chip company preferably in a commercial environment.
• Proficient in spreadsheets, databases, MS Office and financial software applications.
• Hands on experience with statistical analysis and statistical packages.
• Outstanding presentation, reporting and communication skills.
• Proven knowledge of corporate finance and information analysis.
• Well informed in current financial subjects, accounting, tax laws, and business environments.
• Project management experience particularly with finance projects will be an added advantage.

Technical/ Functional competencies:

• Strong organizational skills; ability to prioritize work and meet deadlines.
• Computer literate (MS Word, PowerPoint and Excel).
• Records management. 
• Planning and organizational skills.
• Strong writing and oral presentation abilities.