• Enable the Bayobab Chiefs to balance their responsibilities and maximise their effectiveness.

• Assess the urgency and importance of situations/ scenarios and take the appropriate action to determine the necessary level of Bayobab Executive involvement.

• Set up and manage ad-hoc meetings for day-to-day operational requirements.

• Coordinate and assist with travel arrangements (flights, accommodation, transports, agendas, and all other logistics required to optimise the effectiveness of all people travelling

• Act as the point of contact to the MD, handling and distributing confidential mails, telephone calls, faxes, etc.

• Co-ordinate and manage the MD’s calendar, travel arrangements and schedules, negotiating potential conflicts and determining feasible alternatives.

Administration:

• Responsible for all core and ad-hoc functional administrative tasks for the Bayobab Chiefs/SMs/respective allocated function

• Manage the ordering, receiving and management of office supplies and stationery, catering and courier requests, and coordination with vendors as needed.

• Prepare procurement requests,

• Follow up supplier invoices for Facilities and Fleet functions

• To ensure that all Bayobab premises and office related equipment is in a good state of repair through routine inspection of the facilities, fault identification and rectification by the responsible contractors.

• To effect timely resolutions of fault reports by liaising with contractors and staff.

• Follow up internal supplier approvals for facilities related suppliers ensuring that the SLAs are adhered to, escalations are made timeously and that due process for supplier payments is followed. Collect & reconcile invoicing from vendors (including invoices aging reports).

• Maintain oversight of offices, PoPs and Customer service centres (monitoring and maintenance).

Finance coordination and support:

• Support the Purchase Requisitions for all Bayobab related purchases (project related, marketing, lifestyle benefit, travel bookings), proactively ensuring approvals are received in a timely manner, and costs monitored

• Manage the completion, submission & following up of invoices and expense claims/advance

• Coordinate the organization of social events connected to the MD’s office. This includes preparing cost estimates, managing the budgets, and coordinating all activities for the success of the programme.

• Assist in the development of and management of MD’s budget (MOM/YOY)

Communication:

• Draft internal comms related to Bayobab business achievements.

• Prepare and draft critical correspondence, presentations, reports, and spreadsheets with attention to detail.

• Acts as the public relations representative for Bayobab

• Support Bayobab marketing activities with the marketing team

Strategic document and content creation:

• Create high-level documents translating business needs into functional presentations.

• Create content and analysis to support strategic intent.

• Create and maintain benchmarks to better understand and improve areas of Bayobab.

• Assist and support and provide input and by conducting reviews on materials, presentations, and communications.

• Analyse, gather, and summarize business and market information.

• Collate relevant activity reports from the different units within the assigned department for the MD’s review.

• Develop presentations required by the MD and coordinate compilation of this with inputs from various stakeholders)

Role Dependencies

• Active support from the Bayobab Chiefs and General Managers