Job Description

Main Purpose:
The responsibility of the Coordinator MD’s Office is to support the Bayobab MD and the rest of the team with a variety of administrative and coordinative support services whilst contributing to the smooth operation of the MD’s office. The nature of support will include, but is not limited to event/meeting planning, expense processing, proactively managing the assigned executive’s calendar/itinerary, internal communications, travel and logistics arrangements, administrative organisation for internal and external activities, stakeholder management, monitoring administrative projects, document controller responsibilities etc… The Coordinator MD’s Office will support and coordinate with the marketing team for Bayobab marketing activities.
The Coordinator MD’s Office reports to the: MD Bayobab Office.

Context
Bayobab is entering a new phase in its lifecycle where operational and commercial excellence has become critical for success. The Coordinator MD’s Office must therefore ensure the right support in the context of:
• Bayobab positioning as the best connectivity provider in Africa and the Middle East

Drive commercial excellence and support across all teams.
• Forefront of MTN Group diversification strategy
• Operates within a highly inter-connected international telecommunication community.
• Ability to drive initiatives in line with the Group and FibreCo company’s business requirements.

Integrate requirements from multiple internal and external stakeholders to provide the relevant services to support business growth.
• Bayobab decision to centralise the wholesale of global and local infrastructure assets.

The geographic complexity of Bayobab’s footprint across Africa and the Middle East
• Achievement of top quartile operating efficiency and effectiveness through scale and common processes
• Constant dynamics and local challenges in the economic, regulatory, and legal environments

Increasingly competitive and highly dynamic industries and landscape
• Continuous improvement of processes and procedures in line with changing industry requirements

Successful planning and deployment subject to multiple regulatory regimes across diverse jurisdictions and cultures
• Ability to create a technological strategy in line with the company’s business requirements.
• Responsibility to keep track of global technology advancements and stay abreast of standardization work of relevant industry bodies.

An expertise-based multicultural diverse organisation.
• A dynamic and evolving field of Telecommunications.
• Revolutionary workforce practices

Key Performance Areas
Diary and Calendar management, scheduling, and prioritization for the Bayobab MD Office:
• 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

Education
• First degree in any related discipline
• Fluent in English (other languages an advantage)

Experience:
• Minimum 3-5 years of Administrative Experience
• Work across diverse cultures and geographies
• Proven track record of execution and managing competing tasks and demands.

Competencies/Skills:
• Strong work ethic, Finisher-Completer, Self-starter
• Business Acumen, Problem Solving, Information processing/management, Influencing others.
• Data interpretation, Judgement, Continuous improvement, Reporting/Analytics, Summarising
• Poise, tact, and diplomacy
• Get it done, Communication, Innovative, Agile, Accountable
• Attention to detail, Prioritization.
• Logistics management, Inventory management, data management
• Computer & Information technology appreciation
• General administration, planning & organising, event management, Stakeholder management (Internal & External)

General working condition:
• Normal Bayobab working conditions.
• Maybe required to work extended hours

Authorities
• As delegated by the Bayobab MD
• Deep understanding of the ayoba business strategy
• Deep understanding of Bayobab marketing strategy and needs
• Management of senior stakeholders

Collaboration
Responsibility towards:
• Bayobab Chiefs
• Bayobab General Managers
• Entire Bayobab team