The Senior Officer, Business Support is responsible for managing and enhancing the administrative functions of the Division to ensure efficient and well-organized operations. The role provides comprehensive support across departments by coordinating meetings, communications, documentation, and office logistics.
The position ensures effective information flow between stakeholders, prepares agendas and meeting minutes, oversees departmental budgeting (OPEX and CAPEX), conducts spend analyses, and prepares management reports. The role also ensures compliance with internal policies such as Delegation of Authority (DOA), supports audit requirements, and implements strategies to streamline processes and improve approval cycles.
Additionally, the Senior Officer serves as a key point of contact for inquiries, supports special projects, and ensures departmental objectives are aligned with corporate goals.
Responsibilities
- Oversee administrative functions of the division to ensure an organized and efficient work environment.
- Prepare documents (e.g., briefing letters), obtain proof of delivery, and maintain proper records.
- Collaborate with department managers and end users to ensure timely submission of reports and presentations.
- Review presentations with division/department heads and prepare weekly agendas for stakeholders, including CEO and Chairman’s Office.
- Coordinate with CEO’s Office and department heads to obtain required endorsements and confirmations per Terms of Reference.
- Organize meetings, including logistics (location, date, time) and stakeholder coordination.
- Record meeting decisions, prepare minutes, and obtain Committee approvals.
- Communicate decisions and directives to relevant stakeholders and business units.
- Monitor and follow up on open action items and provide updates to the Committee.
- Prepare documentation for subject items and obtain approvals from CXO, CEO, or Board.
- Support CXO in submitting items for Board review and communicate CEO/Board decisions to departments.
- Implement strategies to improve process efficiency and reduce approval cycle time.
- Manage directory and document database to ensure accuracy and accessibility.
- Ensure compliance with Delegation of Authority (DOA) requirements.
- Provide required documentation to ADAA, ADQ, Internal Audit, and regulatory bodies.
- Plan and manage departmental budgets (OPEX and CAPEX).
- Facilitate internal division meetings to ensure alignment and capture requirements.
- Conduct quarterly and annual spend analyses using ERP business intelligence tools.
- Review business cases for budget alignment and coordinate with Finance and other stakeholders.
- Prepare budget reports and dashboards for Senior Management.
- Identify cost-saving opportunities and process improvements based on spend analysis.
- Translate business needs into technical finance requirements for non-technical stakeholders.
- Coordinate with Finance to ensure timely approval of budget requests and transfers.
- Support special projects and cross-departmental initiatives as assigned.
Requirements and Skills
Education & Qualifications
- Bachelor’s Degree in Business Management or related field.
Experience
- Minimum 5 years of relevant experience.
- At least 3 years in a similar role within a similarly sized organization.
Core Competencies & Skills
- Exceptional organizational skills and strong attention to detail.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and relevant software.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- High level of discretion and confidentiality.
- Ability to collaborate effectively across departments and with senior management.
- Strong documentation accuracy.
- Problem-solving skills with ability to implement process improvements.
- Adaptability and ability to manage multiple tasks simultaneously.
