Botswana Power Corporation – Executive Assistant 924 views

​1.1         Coordinates the Department’s executive administrative function and support activities in an effective, up to date and accurate manner. This includes:

​1.1.1         Anticipates, organizes and coordinates work flow through email and diary management, managing incoming and outgoing correspondence including email filtering according to priorities, Board/Ministerial letters and liaison with other EXCO offices.
1.1.2         Acts as a liaison between the assigned EXCO office(s) and SBUs/CSUs by transmitting directives, instructions and assignments, and following up on the status of the assignments, as advised by the General Manager and/or Chief Financial Officer.
1.1.3         Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.

1.1.4         Coordinates internal and external meetings, functions and conferences, including Board Meetings, EXCO Meetings, and Senior Management Forum and provides administrative support to the General Manager and/or Chief Financial Officer.
1.1.5         Works with the Corporate Secretariat to ensure timely submission of information for EXCO, Board Sub Committees and Board Meeting agendas.
1.1.6         Maintains knowledge of the General Manager and/or Chief Financial Officer’s Department(s), its operations, processes and key officers in order to facilitate aligned executive support.
1.1.7         Coordinates media and speaking engagements through managing enquiries and invitations, liaising with EXCO, key offices and staff to prioritise opportunities and making recommendations to the General Manager and/or Chief Financial Officer.

1.1.8         Manages General Manager and/or Chief Financial Officer’s office relationship with the travel company and assists with travel arrangements for the Executive Team.
1.1.9         Undertakes general administrative functions within the General Manager and/or Chief Financial Officer office and provides ad-hoc support to the Executive Team as required.
1.1.10     Implements and reviews systems to ensure the smooth and efficient functioning of the office of the General Manager and/or Chief Financial Officer.
1.1.11     Complies with all BPC’s policies and procedures and statutory obligations as amended from time to time.
1.1.12     Works constructively in alignment with BPC’s values and acts with integrity, is knowledgeable, optimistic, determined and engaging.
1.1.13     Complies with all safety, health, environment and risk standards and requirements at all times, contributes to a safe, healthy, equitable and ethical workplace

1.1.14     Participates in the corporate performance management program including regular performance reviews and prepares, and works in accordance with, an individual work plan
1.1.15     Works in accordance with management directions.

1.2         Decision Making

1.2.1         Works with a high level of autonomy on routine matters
1.2.2         Improves efficiencies in the office of the General Manager and/or Chief Financial Officer
1.2.3         Consults with the General Manager and/or Chief Financial Officer before implementing major changes to work process
1.2.4        Refers requests for major expenditure, travel, ‘All Staff’ emails, complex or unusual issues to the General Manager and/or Chief Financial Officer or assigned Executive/Manager for approval

1.3         Communication

1.3.1         Teamwork is the preferred way of working within the Corporation and this necessitates regular communications with other staff. The position communicates:
1.3.1.1        Regularly with the office of the CEO, the Executive Team and Line Management to coordinate and schedule activities, share information and ensure work flows are supported.
1.3.1.2        Regularly with the EXCO, Board of Directors and Stakeholders to ensure timely and efficient communication and documentation of EXCO and Board Meetings.
1.3.1.3        Regularly with BPC staff nationally, showing relationship building skills to effectively communicate ideas, philosophies and policies.

1.3.1.4        Regularly with a range of high-level stakeholders internally and externally i.e. Line Ministry, offices of local government, Public Sector, NGOs, Parliament, Cabinet Ministers and Politicians; CEOs of other organisations, local and other international stakeholders’ of interest.
1.3.1.5        As required with other relevant contacts to exchange information and seek advice.

1.4         Ensures that all safety and loss control standards (Safety Health and Environmental) contained in the Corporation’s standards are adhered to.
1.5         Undertakes Such Other Related Duties as Directed by the Supervisor