Administration Assistant Deloitte East Africa

Deloitte East Africa

Deloitte East Africa is a cluster of Deloitte offices that has joined together to provide seamless cross-border services to our clients in the region and to pass on the benefits of scale and access to resources that this organization can generate. Our East Africa practice serves multinationals, large national enterprises, small and medium-sized enterprises and the public sector across 3 countries of the region: Kenya, Uganda and Tanzania.

Deloitte Tanzania is looking for a potential candidate to fill the position of an Administration Assistant based in our Dar es salaam office.

Main Areas of Responsibility:

Finance

1. Ensuring timely entry of time sheets by all departmental staff.

2. Ensuring that follow up/reminder letters to all debtors are sent out within specified periods.

Staffing & Training

1. Liaising with the manager in charge of charting staff and update the staff chart and communicate the same to the management team.

2. Liaise with the staff manager on any issues raised in the staff meetings and communicate them to the rest of department.

3. Liaise with the manager in charge of staff in maintaining a record of training returns.

4. Assist in organizing the monthly technical session and staff meetings and keeping a list of topics to be discussed.

5. Assist in organizing the manager weekly meeting sessions.

Risk Management

1. Ensuring that the risk procedures - client and engagement acceptance procedures are internalized. Give an update to the manager in charge of risk.

2. Maintain a record of all proposals/LOE's sent out and updating the management team with the same.

Marketing

1. Reviewing and updating the Department Intranet Page.

General Administration.

• Provide required administrative support to the Partner/Director by ensuring proper implementation of the laid down administrative procedures and providing input for continuous improvement
• Plan and organise office and work flow activities and continually evaluate work procedures and methods to ensure quality, efficiency and timely attainment of the department's objectives
• Contribute to the development of effective communication and knowledge management systems, including efficient handling of with paper flow, storage, retrieval and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality
• Perform background research/collect information for various special reports required by the Partner/Director and present the findings in a usable form
• Ensure that departmental strategies are communicated to staff, constantly kept in focus and appropriate action taken in a timely manner
• Draft correspondence and other communication for the Partner/Director's approval, ensuring that they conform to the house style guidelines
• Collect, collate, analyse and disseminate data on key performance indicators (e.g. utilisation, billing, cash collection), manage working capital and routine budget transactions, including maintaining budget records
• Contribute to and handle marketing and other communication on behalf of the Partner/Director, including tracking proposals and publications
• Coordinate logistics and planning for special events, conferences, meetings and other training on or off-site including booking rooms, preparing presentation materials, ensuring that catering services and other necessary materials are available
• Manage the diary/electronic schedule of the Partner/Director including acknowledging invitations, scheduling appointments, keeping track of all planned meetings that require attendance by the Partner/Director and ensuring that s/he is properly briefed on and familiar with the agenda in advance of all meetings as appropriate, making travel arrangements and processing travel expenses and claims
• Screen incoming and handle outgoing calls for the Partner/Director; sort out correspondence and other documents while ensuring that the Partner/Director's filing is up to date and confidentiality has been maintained; and receive and direct visitors as appropriate
• Oversee the running of the departmental registry by ensuring that client files and other files are opened and closed in time and per the agreed guidelines, records are up to date and that the departmental library is properly maintained and run.
• Develop and maintain a calendar of annual leave arrangements of the department's staff
• Provide clerical support by attending departmental (and other selected) meetings, preparing agenda, minutes and following up on the agreed action points
• Supervise, train, motivate and appraise the departmental Corporate Support Staff.

Minimum Requirements;

1. Formal education and professional qualifications

• University degree (preferably in social sciences)
• Records Management qualification would be an added advantage
• Basic Secretarial training

2. Relevant working experience

• 2 years experience in a similar position

3. Other relevant skills

• Communication (oral and written)
• Interpersonal and proven people management
• Negotiation and commercial sense
• Organizational, supervisory and time management
• Well developed computer user skills

Job ID: 3238828