SMA O2 Administrative Coordinator

Essential Qualifications/Experience:

·       Higher vocational training in a relevant discipline with 3 years post-related experience

·       Or secondary educational qualification with 5 years' post-related experience

·       Experience providing administrative support to managers, leadership teams, or business/functional areas.

·       Experience managing calendars, meetings, minutes, action logs, correspondence, records, and formal documentation

·       Experience drafting accurate and concise reports, presentations, minutes, emails, and other documents

·       Good knowledge of Service Level Management, reporting, KPIs, and management information processes

·       Experience managing reporting timelines, consolidating data, and supporting report quality assurance

·       Experience supporting portfolio, programme, or project activities, including planning, scheduling, tracking, reporting, and documentation

·       Experience using or supporting project management tools such as MS Project, ServiceNow, or similar tools

·       Experience maintaining SharePoint sites, document libraries, registers, metadata, records, and controlled documentation

·       Experience supporting resource planning, allocation, onboarding, monitoring, and coordination

·       Experience tracking project expenses, budget logs, deliverables, risks, issues, and actions

·       Strong Microsoft Office skills, including Word, Excel, PowerPoint, Outlook, and Teams

·       Advanced Excel skills for tracking, data analysis, budget logs, and reporting

·       Proven ability to work independently, apply sound judgement, and handle sensitive or confidential information

·       Strong planning, analytical, organizational, problem-solving, and interpersonal skills

·       Proven ability to build relationships with staff at various levels and across departments

·       Training and Certifications: ITIL 4 Foundation

Desirable Qualifications/Experience:

·       Education or training in Service Level Management, Service Delivery Analysis, Project Support, Information Management, or Resource Management

·       SharePoint administration

·       Power BI dashboard development

·       MS Project, ServiceNow, project support, resource management, or information management training

·       Dashboard development and reporting automation

·       SharePoint governance and administration

·       Expense tracking and financial administration

·       Personnel onboarding

·       SOP and process workflow documentation

·       Presentation and executive briefing support

·       Customer engagement and multi-channel communication

·       Training delivery on tools, systems, and procedures

DUTIES/ROLE:

·       Business and Office Administration

ü  Provide administrative support to SMA O2, SMC leadership, Section/Branch Chiefs and stakeholders. Manage calendars, meetings, correspondence, records, workflows and documentation. Prepare agendas, meeting packs, minutes and action logs. Draft emails, reports, presentations and formal documents. Maintain filing systems, databases, spreadsheets, SharePoint content, SOPs, office procedures and process workflows. Handle sensitive information with discretion and support effective communication across teams

·       Reporting and Governance Support

ü  Coordinate the SMA O2 reporting portfolio and reporting battle rhythm. Collect, consolidate and quality-check data for reports, dashboards, briefings and presentations. Support Service Lifecycle Management Board activities by preparing agendas, minutes, action logs, decision records and supporting documentation. Track and follow up actions to ensure timely completion

·       Portfolio, Programme and Project Support

ü  Support planning, scheduling, tracking and reporting for portfolios, programmes and projects. Maintain project plans and records using tools such as MS Project and ServiceNow. Prepare project presentations, status updates, lessons learned and supporting materials. Support project proposals, Statements of Work, change management, risk and issue tracking, deliverables, dependencies, expenses, budget logs, project portals and document libraries

ü  Information and Knowledge Management / HSMO Support Maintain information registers, SharePoint sites, document libraries, metadata, records and controlled documentation. Support users in organizing, saving and retrieving information in line with guidance and security protocols. Perform data-quality checks, update metadata, correct file names and ensure documentation accuracy. Escalate information-handling concerns and maintain SOPs and workflows

·       Resource Management Support

ü  Support resource planning, coordination, allocation, onboarding and monitoring. Liaise with Resource Managers on availability and allocation, maintain resource records, monitor utilization, performance and deadlines, and support timesheet or resource approval processes where required

·       Customer and Stakeholder Communication

ü  Provide information on services, procedures and activities to internal and external stakeholders. Manage communications via email, phone and collaboration platforms. Respond to inquiries professionally and build effective working relationships across teams, departments, customers, vendors and partners

·       Conference, Event and Calendar Management

ü  Coordinate events, workshops, conferences and meetings, including venues, equipment, attendee lists, materials and follow-up actions. Manage group appointments, tasks, calendars and meeting schedules in line with procedures

·       Other Duties

ü  Coordinate SMA O2-related tasks and actions, support additional tasks assigned by the Section/Branch Chief or SMC Chief, deputise for higher-grade staff if required, and perform other duties as needed